As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
Reporting to the Provincial Manager of Administration, the position provides records management and reception support to the BCEHS Corporate Head Office, and administrative support to the executive offices, other administrative professionals and BCHES field staff as required.
What you’ll do
Maintain the BCEHS centralized administrative and operational records using Administrative Records Classification System and/or Operational Records Classification System (ARCS/ORCS) classification numbers within the Correspondence Records Management Systems (CRMS) by registering, opening, updating, combining and closing files as required and organizing documents and creating new volumes of files.
Prepare files for off-site storage, and retrieve records from off-site storage upon request.
Coordinate the final disposition documentation for all BCEHS offices to ensure records can be destroyed as scheduled.
Advise and provide instruction to all areas of the BCEHS on records management processes including Risk Management, Human Resources, Finance and Operations, including Unit Chiefs.
Perform receptionist duties as assigned such as answering incoming telephone calls, responding to or redirecting inquiries, taking messages.
Receiving visitors and issuing parking and security passes.
Receive and distribute faxes and mail including deliveries and prepares outgoing mail.
Schedule appointments and meetings as directed, book meeting rooms and equipment, circulate notices, and order and receive catering services as instructed.
Track incoming correspondence by entering into CLIFF, distribute information and follow up as per established procedure.
Perform administrative duties including typing technical and non-technical material such as meeting agendas and minutes, correspondence, reports, lists and forms from written drafts by utilizing various word processing and spreadsheet software packages.
Ensure building operations are effective, including the plumbing, electrical, heating and ventilation systems, submitting service requests in the online WSI work order system.
Liaise with Facilities, WSI representatives, and contractors to make related changes and/or repairs to facility. Carry out necessary follow-up action including preparation and communication of findings and issue status.
Ensure satisfactory janitorial services are provided by keeping a log of requests and meeting with WSI to conduct regular inspections.
Order office supplies as required and ensure supplies are replenished as required.
Perform all tasks associated with forms development and administration and maintain inventory of all BCEHS printed forms, initiating orders as required.
Perform other duties as assigned
What you bring
Education, Training and Experience
Grade 12 and two 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.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.
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
Union affiliation: Facilities Subsector
Location: Block C 2261 Keating Cross Road, Saanichton, BC
Closing date: Open until position is filled
Hours of Work: 08:00-16:00
Requisition # 120263E
What we do
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 is 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.