Job Description

The Program Administrator/Executive Assistant plays a dual role within the London Family Health Team (LFHT).

In the

Program Administrator

capacity, the position supports the planning, implementation, and evaluation of current and proposed programs and services to advance program development and continuous quality improvement.

In the

Executive Assistant

capacity, the role provides high-level administrative support to the CEO to ensure the efficient and effective operation of the LFHT.

POSITION OVERVIEW:

Collaborates with the interprofessional primary care team to support the planning, implementation, evaluation, and spread of programs across the Family Health Team. Develops and maintains program tools, workflows, and documentation (e.g., logic models, process maps, guidelines) to support continuous quality improvement.

Demonstrates strong competency in the collection, standardization, analysis, and reporting of data to support performance measurement, accountability, and quality improvement. Prepares regular reports for providers and leadership (e.g., Quality Improvement Plans (QIP).

Supports effective use of the electronic medical record (EMR) to enable program delivery and evaluation, including the development of templates, flow sheets, reportable fields, patient-facing materials, and custom reports. Utilizes EMR data mining to support evidence-based decision-making.

Actively participates in quality improvement initiatives, learning collaboratives, teleconferences, and practice improvement activities aligned with LFHT priorities. Supports implementation of improvement strategies.

Develops and adapts patient education materials, presentations, surveys, and reports. Supports development of materials for internal and external dissemination.

Supports executive-level planning, reporting, and operational priorities by preparing briefing materials, presentations, and reports. Assists with policy and procedure updates and contributes to organizational efficiency and continuous improvement.

REQUIREMENTS

:

Post Secondary education in office or business administration

Post Secondary education in organizational development, quality improvement, project management, or equivalent combination of education and experience

Three (3) to five (5) years administrative experience with progressive responsibility; preferably in a health setting

Demonstrated knowledge and practical application of

q

uality improvement methodologies (e.g., LEAN)

Proficiency with Microsoft Office tools (Excel, MS Forms, Word, PowerPoint, Outlook, MS Teams).

Proficiency in data analysis and visualization using spreadsheets and reporting tools to support QI decision-making.

Experience using EMR data to support quality improvement.

SKILLS/ABILITIES

Understanding Family Health Team philosophy and primary care model.

High standards of ethics and confidentiality when handling sensitive information.

Excellent written and verbal communication skills with exceptional attention to detail.

Strong interpersonal and relationship-building skills within an interprofessional team environment.

Ability to exercise sound judgment, demonstrate initiative, and work independently with minimal supervision.

Proven ability to prioritize competing demands and manage multiple projects. Ability to coordinate large volumes of information and documentation.

Strong research and analytical skills to compile relevant information for reports and decision support.

WORK ENVIRONMENT:

This role will be performed in-person on site. Due to the collaborative nature of this position, there may be a requirement to attend meetings at other locations.

Various equipment is used in this role, including computers, printer/scanner/fax, photocopier, telephone, AV Equipment (e.g. video projection unit).

We encourage all interested individuals to apply, even if you do not meet every listed qualification or skill. We recognize that experience comes in many forms, and transferable skills, diverse backgrounds, and a willingness to learn can be just as valuable as meeting specific requirements. If you are motivated, adaptable, and believe you can contribute meaningfully to our team, we welcome your application and look forward to learning more about your unique strengths and potential.

Job Type: Part-time

Pay: $29.38 per hour

Expected hours: 24 per week

Work Location: In person