Administrative Assistant Clinical Services
PHSA
Port Coquitlam, BC
As part of the provincial mental health services continuum, BC Mental Health & Substance Use Services (BCMHSUS) provides a diverse range of specialized, "one-of-a-kind" tertiary mental health and substance use services to adults across the province. These include services located at the Forensic Psychiatric Hospital and six regional clinics, the Burnaby Centre for Mental Health & Addiction, and Heartwood Centre for Women. In addition to delivering these clinical services, BCMHSUS provides provincial leadership for system-wide improvement through its work in: health promotion and illness prevention; knowledge exchange; and research and academic teaching.

BCMHSUS is an agency of the Provincial Health Services Authority (PHSA), which plans, manages and evaluates selected specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose.

Forensic Psychiatric Services

Administrative Assistant, Clinical Services
Reference #77375

Temporary Full Time (1.00 FTE)

Start Date: As soon as possible

End Date: February 16, 2020

Port Coquitlam, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Director, Clinical Services, the Administrative Assistant provides administrative coordination for Psychologists, Psychiatrists, and other medical staff within the Forensic Psychiatric Services Commission (FPSC) by providing contract and financial administration as well as events coordination for the Department and Director, Clinical Services. In addition, the Administrative Assistant provides administrative and clerical support to the Director and other senior staff including the taking of minutes, compiling of statistical data and coordinating meeting and event arrangements.

Duties/Accountabilities:
Scope and Complexity

The Administrative Assistant follows policies and procedures and works independently and with minimal direction to balance priorities and workflow to provide efficient and effective administrative support to the Director, Clinical Services as well as the Psychologists, Psychiatrists and other medical staff. The demanding and ever-changing nature of the environment adds complexity to the administrative role and requires flexibility and resourcefulness to assist others in achieving time-structured goals. The Administrative Assistant exercises independent judgement/initiative and discretion, assesses situations and recommends solutions. This position requires flexibility and superior time management capabilities along with the ability to deal with sensitive and contentious issues. Judgements affect the accuracy, reliability and acceptability of further processes or services in the organization.

Communications

The Administrative Assistant has regular contact with senior management, clinical programs, other leadership teams, and staff to ensure the necessary flow of information through the Director, Clinical Services’ office. Liaises with a wide range of senior managers, professionals, academics, industry executives and the public to obtain and exchange information prior to meetings, including file searches. The Administrative Assistant has regular contact with other support roles in the organization to coordinate schedules, event logistics and facilitate the exchange of information.

The Administrative Assistant external communication role includes liaising with various government ministries, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. The Administrative Assistant utilizes judgment and initiative when responding to information requests.

Duties/Accountabilities

Gathers and compiles organizational information such as statistical data on relevant departmental operations.
Researches, classifies, and summarizes information from various sources, including the internet, for reports and Operational Briefing Notes and in response to specific information requests.
Maintains up-to-date knowledge and documentation of policy changes (FOIPPA), legislative changes, case law and court proceedings relating to or affecting Forensic Psychiatric Services and ensuring medical staff are apprised. Exchanges information/interpretations around legislation and policies.
Provides a central point of contact for international psychiatrists, psychologists and other (forensic) psychiatric services around the world, liaising with international delegates to provide information and coordinate site visits.
Peruses, prepares synopsis and collates daily media notifications and disseminates to the Directors.
Coordinates information flow in risk management situations to ensure accurate documentation, timely notification of appropriate individuals, and coordinating follow up as required.
Produces a wide variety of documents including speaking notes, correspondence, letters, reports, minutes and meeting agendas using various word processing, spreadsheet, database, presentation and graphic enhancement software applications. Creates and amends formats and tables for spreadsheets, presentation software and word processing documents.
Participates in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for signature, ascertaining status of item/issue and investigating designated items.
Schedules and maintains the Director’s calendar for clinical and administrative appointments, responding to changing priorities/cancellations, and making urgent schedule adjustments.
Provides support for a variety of internal and external events by performing duties such as creating and distributing invitations, booking facilities, arranging equipment, preparing related materials and making setup and catering arrangements.
Responds directly to sensitive, confidential and often urgent inquiries in person, via phone or email from senior management, clinical personnel and the public, referring inquiries as appropriate.
Performs other related duties as assigned.

Qualifications

Education, Training and Experience

Grade 12, plus three years’ recent related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

Ability to keyboard at 45 w.p.m.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Ability to organize work.
Ability to operate related equipment.
Physical ability to carry out the duties of the position.
Applications will be accepted until position is filled.

***Employees of PHSA must apply via the "Internal Application Process". Current PHSA staff who applies to this posting using this external site will be considered with other external candidates. Seniority will not apply.***

Please visit internaljobs.phsa.ca to register your internal profile and apply online for internal jobs. If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk internaljobshelpu@phsa.ca

Internal competition closes November 26, 2018. Internal applications received after this date will be considered as late applications.

For more information on all that the PHSA has to offer, please visit: http://careers.phsa.ca

PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.