Administrative Coordinator, Review Board and Admissions - Minimum and Medium Security Units
Forensic Psychiatric Services,
Coquitlam BC
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
Job Summary
The Administrative Coordinator performs a variety of administrative and secretarial support services for the Director, Manager, and Review Board Service team such as tracking annual hearing dates and dispositions within legislated time frames; scheduling appointments; coordinating meetings, in-services and other events including those related to hospital admissions and transitions; screening and prioritizing items for the attention of the Manager/Director; liaising with the Registrar of the Review Board for clarification on administrative matters; producing a variety of accurate and well-designed documents; and maintaining readily accessible information files and archives in accordance with established policies, standards and procedures.
What you'll do
- Assist with the coordination of administrative functions associated with the BC Review Board within legislated time frames by tracking annual hearing dates and dispositions; maintaining schedule of psychiatrists’ and Review Board Liaison availability for hearings; scheduling pre-board conferences and notifying hospital personnel; communicating with Review Board personnel, Crown Attorney and patient counsel as required; and reviewing documentation to ensure accuracy.
- Assist the Review Board Services team in liaising with the Registrar of the Review Board for clarification on administrative matters concerning specific cases and hearings such as scheduling of hearings, notifications, and release of exhibits. Identify issues of potential concern or focus and notifies Manager as necessary and as per established guidelines.
- Perform secretarial and administrative duties such as managing the calendar of the Director, Access, Transitions and Forensic Clinical Risk by determining urgency of meeting request and arranging and rearranging meetings and appointments to resolve time conflicts Receives queries, both verbal and written, and prioritizes for the Director’s attention.
- Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to all relevant parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation. Take minutes at meetings, drafts for approval and distributes as required.
- Produce and maintain a variety of accurate and well-designed documents including correspondence, expense claims, briefing notes, memos, minutes, reports, papers and meeting agendas using established software applications. Maintain readily accessible paper-based and electronic information files and archives in accordance with FPS policy standards to meet regulatory requirements, including maintaining a Review Board exhibit binder in respect of each Review Board patient.
- Schedule and coordinate departmental meetings, in-services and other events as directed and participates in committees, including those related to hospital admissions and transitions, team meetings, task groups, continuing education, conferences, and/or corporate initiatives to provide administrative support as required in order to meet the goals and objectives of the Forensic Psychiatric Hospital.
- Perform other related duties as assigned.
What you bring
Education, Training and Experience
- Graduation from a recognized Paralegal diploma program or a Bachelor’s degree in Legal Studies or Criminology plus three (3) years recent, related experience working in a legal and/or mental health setting or an equivalent combination education, training and experience.
Skills and Abilities
- Broad knowledge of the BC Criminal Code Review Board and Provincial court system
- Broad knowledge of the relevant sections of the Criminal Code, BC Mental Health Act, FOIPPA, and applicable case law.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to supervise.
- Ability to organize work.
- Ability to operate related equipment.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
What we bring
- 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.
- Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
Job Type: Regular, Full-Time
Wage: $31.58/hr
Location: 70 Colony Farm Road, Port Coquitlam BC, V3C 5X9
Hours of Work: 0800-1600, Mon-Fri
Requisition # 150248
What we do
BC Mental Health and Substance Use Services is part of the Provincial Health Services Authority (PHSA). The BC Mental Health & Substance Use Services (BCMHSUS) cares for people with complex mental health and substance use challenges.
The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA and BC Mental Health & Substance Use Services (BCMHSUS) are committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.
ATTN: PHSA Employees:
To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca
Please note the internal job posting will no longer be accessible after the expiry date of August 17, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.
If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at
[email protected] and a Help Desk Representative will contact you the next business day.
If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at
[email protected] and a Help Desk Representative will contact you the next business day.
