Administrative Secretary, Mental Health
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 Secretary
Reference #83476

Regular Full Time (1.00 FTE)

Start Date: As soon as possible

Pay Rate: $22.09 p/hour

Port Coquitlam, BC

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Under the general supervision of the Senior Director, Patient Care Services, the Administrative Secretary performs a variety of secretarial and clerical duties for the Forensic Psychiatric Hospital, such as word processing a variety of materials including letters and memos, booking meetings, maintaining paper and computerized filing systems, processing requisitions, and data entry. Performs a variety of clerical duties such as filing, photocopying, receiving and distributing mail, answering telephone inquiries and ordering supplies.

Word processes and maintains a variety of technical and non-technical documents such as letters, memos, notices, hospital-wide signage, email distribution/telephone contact lists, and vacation calendars by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required. Distributes materials using a variety of methods including fax, email, courier and mail. Sends out regular hospital-wide communications under the direction of FPH leaders.
Arranges meetings as directed, including booking meeting rooms and telehealth, submits catering requests, sets up rooms in preparation for meetings, and takes minutes as required. Prints and maintains standard summary reports for distribution to program areas.
Facilitates regular service calls from vendors pertaining to printers, vending machines, confidential shredding and other related services. Submits requests as directed to facilities and other maintenance teams to assist with repairs/updates.
Sets up and maintains electronic and manual filing systems and computerized databases. Processes completed questionnaires or forms by performing duties such as entering data into appropriate databases or spreadsheets, reviewing entries, verifying data and retrieving data as requested.
Maintains a small petty cash float per established guidelines by receiving and ensuring the accuracy of expense authorization forms, providing petty cash expenditure reports drawn from the financial reporting system or other hospital databases to managers and supervisors advancing petty cash as required, tracking all cash transactions and ensuring that all expenditures are supported by valid, original receipts.
Performs a variety of clerical duties such as filing, photocopying, and ordering supplies. Processes a variety of requisitions for stationery and general supplies by methods such as identifying depleting items, filling out online order forms, receiving supplies, verifying correct items and storing materials.
Receives, opens, sorts and distributes incoming mail and faxes by placing in mail slots or forwarding to the appropriate individuals. Arranges for courier service as needed.
Processes hospital security access cards by entering required information such as name/title into the computerized photo identification system, taking photos for security access cards, and printing access cards in accordance with established policies and procedures. Modifies staff access using an access control system application with approval of the Manager of Security Operations.
Updates the FPH internal website and SharePoint sites, including FPH online folders. Submits Information Technology requests as required utilizing the computerized service catalogue.
Answers telephone inquiries, takes messages and provides information on the hospital. Responds to visitors directed to administration by notifying the appropriate staff and directing visitors to the appropriate areas.
Assists with travel arrangements for staff as requested including flight and accommodation bookings, and completing travel expense claims for signature.
Performs other related duties as assigned.

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.
Applications will be accepted until position is filled.

ATTN: PHSA Employees:
To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of May 16, 2019. 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 temporary password is required to log in for the first time. To obtain your temporary 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 and a Help Desk Representative will contact you the next business day.

For more information on all that the PHSA has to offer, please visit:

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.