Job Description

Administrative Program Assistant - Outreach Services

(40 hours/week, permanent)

Who We are:

Langs is a grass-roots neighbourhood-based organization that has become so much more! Langs was established as a community development project in 1978 by a group of citizens and service providers concerned about the lack of accessible services in the community. Langs has grown to become a dynamic, respected multi-service organization that uses a community development approach to provide comprehensive health, social and recreational services that are responsive to the changing needs of our community.

What We are Looking For:

We are currently recruiting for an Administrative Program Assistant to join our HART Hub team for a full-time position providing support throughout the Cambridge and North Dumfries area. This role is responsible for supporting vulnerable and marginalized individuals by addressing basic needs and connecting them with health and social services, with a focus on housing, addictions, and the social determinants of health. They provide advocacy, build support networks, ensure warm referrals, and meet clients where they are.

A successful candidate in this role would have

Two-year College Diploma in the human services or a related field Two to five years office experience in a health (and/or social services) setting Proficiency in typing and in the use of computers and various software applications, particularly computer patient scheduling programs and technology to support virtual visits and meetings. Excellent written and verbal communications Well-developed time management skills Experience working with outreach teams and/or interacting with vulnerable populations is considered an asset Excellent organization, interpersonal problem-solving skills. Ability to multitask, set priorities and organize own work, meetings etc. Timely and accurate work, attention to detail Experience working with vulnerable populations, such as those experiencing homelessness, complex mental health issues, and/or addictions. Access to a vehicle and a clear driving record Class G License and reliable access to a vehicle, travel is an expectation of this position

In this role you will be expected to complete the following tasks

Ongoing monitoring of referrals, set up client charts and enter demographics. Scan and attach into patient files as needed. Conduct initial pre-screening/intake process with client. Prepare, maintain, update, retrieve and track charts in the EMR. Coordinate annual audits Provide secretarial services for the outreach teams such as, preparing agendas, taking meeting minutes, preparing correspondence, reports, and other related duties Maintain appointment scheduling template and an up-to-date resource and referral directory. Revies the accuracy and coordinates the collection and submission of funder reports and patient statistics. Analyzes and compiles data into funder reports. Have a good understanding of privacy laws and regulations. Maintain a system for wait lists for individuals and group services. Assists with the management, collection and processing of organizational statistics, data and other information in collaboration with the Administrative Team. Implement document management and distribution systems and maintain inventory of necessary forms and supplies. Prepares other promotional materials, displays and conducts community presentations. Participates in internal and external professional development opportunities. Purchasing to meet program and facility needs. Provide back up support to other service programs/areas as required, which may include some off-site support. To complete other duties as required

What We Can Offer You:

Langs is an organization where people belong. Langs is committed to promoting Inclusion, Diversity, Equity, and Access for all our staff, patients, participants, and volunteers. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. Langs strives for an inclusive environment centred on employee wellbeing and supportive leadership.

Don't meet every requirement? Studies have shown that women and people of colour hesitate to apply to jobs unless they meet every single qualification. At Langs, we are dedicated to building a diverse, inclusive and authentic workplace, if you're excited about this role but your past experience doesn't align perfectly with every qualification please apply and share in your cover letter why you believe you are the right candidate.

The successful candidate would be eligible for the following benefits:

Starting Salary of $21.30-$22.48 Hourly 3 Weeks paid vacation, with an increase to 4 weeks after 1 year of employment (pro-rated to hours worked) 15 Sick/Personal Days per year (pro-rated to hours worked) 10 Professional Development days per year(pro-rated to hours worked) Enrolment in Healthcare of Ontario Pension Plan (HOOPP) Comprehensive Extended Health and Dental Care Plan including a $1000 Healthcare Spending Account.
Candidates are required to submit detailed cover letter along with their resume by July 18, 2025

Candidates requiring accommodation to participate should contact Human Resources to communicate any

accommodation needs.

Job Types: Full-time, Permanent

Pay: $21.30-$22.48 per hour

Expected hours: 40 per week

Benefits:

Casual dress Company pension Dental care Employee assistance program Extended health care Flexible schedule Paid time off Work from home
Schedule:

8 hour shift Evening shift Monday to Friday Weekends as needed
Experience:

health administration: 3 years (preferred) social services: 1 year (preferred) complex, vulnerable population: 1 year (preferred)
Work Location: In person

Application deadline: 2025-07-18