Program Documentation Assistant - Southern Frontenac Community Services

Southern Frontenac Community Services (SFCSC) is a rural based organization focused on working with others to help seniors age well in their own community and to facilitate connections and provide families, including seniors, with services to meet their basic needs.

Position Overview:

The Program Documentation Assistant (Program Assistant) supports the effective, safe and consistent delivery of food bank services by developing clear standard operating procedures (SOPs) for daily operations. Working closely with program staff and volunteers, the Program Assistant gathers information through interviews and direct observation and translates it into practical, user-friendly documentation aligned with organization values, safety standards and privacy expectations.

The Program Assistant also provides administrative and program support and offers front-line coverage for food bank inquiries when the program coordinator is off-site. The role may expand to include SOP updates in other program areas and additional administrative projects.

Hours: This role is a new part-time (25 hrs/week), 1-year term role with possibility of extension. Hours will be approx. 9:30am – 3:00pm with a 30-minute unpaid lunch break Monday – Friday.

Location: 4295 Stagecoach Road, Sydenham Ontario. This is not a hybrid or remote position.

Primary Duties:

• Develop clear, step-by-step procedures, for food bank operations by interviewing staff and volunteers and observing core activities (intake, sorting storage, inventory, distribution).

• Coordinate review and usability testing of SOPs as requested. Provide general administrative support, including scheduling, data entry, photocopying, correspondence and preparation of materials.

• Provide coverage for food bank inquiries when the Food Bank Coordinator is off-site. Address food bank inquiries from volunteers and clients providing accurate information and prioritizing responses. Accept food donations according to established procedures.

• Coordinate and/or assist with other administrative projects such as management of historical records, converting physical records to electronic format and general records management.

Qualifications & Requirements:

• 1+ years experience in an administrative role with program support and/or customer service (non-profit/community services considered an asset)

• Strong writing skills; able to turn complex tasks into clear step-by-step instructions (with or without generative AI tools)

• Strong listening/interviewing skills; comfortable gathering details from staff and volunteers

• Highly organized with strong attention to detail and follow-through

• Proficient in Microsoft 365 programs (may be tested)

• Professional, respectful communicator with strong customer service skills

• Commitment to dignity, inclusion, and confidentiality

• Self-directed, collaborative and able to build rapport quickly

• Valid driver’s license, insurance and reliable transportation

• Additional Assets:

• Comfortable in a food bank or similar setting (standing, light lifting, moving around the space)
• Experience creating SOPs, process maps, checklists, or training materials
• Familiarity with volunteer coordination and related practices
• Food safety awareness and/or warehouse/stockroom experience

The successful applicant will be asked to provide proof of eligibility to work with vulnerable persons by submitting a completed criminal record check with vulnerable sector check.

For a detailed job description visit, https://www.sfcsc.ca/career-opportunities

To Apply: send resume and cover letter to Southern Frontenac Community Services via email to chantal.tyrell@sfcsc.ca with Program Documentation Assistant in the subject line. The deadline for first round consideration is February 27, 2026 - don’t hesitate to apply early - the position will remain open until filled. SFCSC does not utilize A.I. tools for screening applicants.

We are committed to inclusive and accessible employment practices – Please notify Chantal Tyrell if you require accommodation for any part of the recruitment and selection process. 

We thank all applicants, however, only those receiving an interview will be contacted.