Senior Adminstrative Assistant, COVID-19 Support
Talent on Demand
Are you an organised, detail orientated person who is proficient in data collection and analysis, and calendar management?
This role will assist Senior Leaders with the day-to-day administrative tasks related to COVID-19 to ensure effective roll out of procedures.
What you’ll do
Maintain a coordinated and up-to-date calendar for the designated Leader’s appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts.
Coordinate appropriate travel and accommodation arrangements for designated Leader’s attendance at conferences and meetings, confirms reservations, and establish an itinerary.
Respond to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enter and collect data, and compile relevant statistical information and reports.
Draft agendas, gather background materials, attend and record proceedings, prepare and distribute minutes, and take follow-up actions. Maintain a bring-forward system.
Assist in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties.
Complete purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
Complete and submit eForms for designated Leaders; processe timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
Provide project support, researche information, track statistical data, and compile and analyze data involving new projects, and the interpretation and application of policies and procedures.
What you bring
A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level.
Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.
Demonstrated interpersonal and time management skills.
Demonstrated ability to record and transcribe minutes of meetings. Ability to type 45 words per minute.
Job type Casual, Full Time
Hours of work 08:00-16:00
Reference number TOD04192021
What’s in it for you
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
This position is part of PHSA Talent on Demand – an in-house recruitment service providing talent to PHSA and other healthcare authorities. We manage a robust talent pool of service-minded professionals who are available to start work immediately. Talent on Demand creates a gateway for those who wish to achieve their career goals. Successful candidates will gain significant healthcare experience and can transition into long-term, permanent roles within PHSA. For more information: email@example.com
This position requires applicants who can start immediately only.