BC Emergency Health Services
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
Are you a highly organized person with strong administrative skills? Reporting to the Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area.
What you’ll do
Perform secretarial and administrative duties such as screening incoming materials, sorting, prioritizing, logging, track and distribute incoming correspondence and briefing notes and maintaining a bring-forward system.
Prioritize items for the individual attention, responding to routine inquiries by drafting correspondence, inputting payroll, and preparing minutes/reports and agendas for meetings.
Create documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
Schedule appointments/meetings and determine urgency of requests in order to respond to scheduling requirements.
Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
Respond to routine verbal and written inquiries from the public, government staff and other agencies, and provide information such as brochures, packages, forms or applications.
Update and/or assemble manuals, maintain administrative policy and procedures manuals.
Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; check accuracy and completeness of financial documentation.
Maintain office supplies according to pre-determined re-order levels; arrange for maintenance and repair of equipment such as transcription and photocopying equipment.
Arrange conferences, including booking meeting locations, arranging logistics and catering. Attend meetings, provide transcription services, and send out notifications of upcoming meetings as required. Ensure timely follow up on outstanding items.
Coordinate legal processes for the office, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, Police agencies and Coroner, and arranging for travel and reimbursement if necessary.
Maintain contact lists, email distribution lists and phone lists.
Other related duties as assigned.
What you bring
Grade 12, graduation from a recognized secretarial program, and three years recent, related experience or an equivalent combination of education, training and experience.
Ability to keyboard at 60 wpm
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’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.
Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
Access to more than 2,000 in-house training programs.
Enjoy a comprehensive benefits package, including municipal pension plan.
12 annual statutory holidays with generous vacation entitlement and accruement.
Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
Job type: Temporary, Full-Time Contract Ending 02/20/2023
Hours of work: 08:30-16:30
Reference number: #127549
What we do
BC Emergency Health Services (BCEHS) bcehs.ca provides provincial emergency medical care and patient transfer services. BCEHS program is part of the Provincial Health Services Authority (PHSA).
(PHSA) plans, coordinates 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 and hires on the basis of merit, 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, backgrounds and experiences, and value a safe, inclusive and welcoming environment.