Job Summary:

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.   Performs a variety of administrative support functions such as word processing, composing and signing correspondence, typing medical and legal reports and documents from notes and/or recording devices, and answering general inquiries related to programs and policies.

Duties/Accountabilities:

1.    Performs data entry functions and general word processing duties such as inputting client information into relevant computerized systems, maintaining relevant registers, assigning file numbers updating manuals, and preparing medical, legal, and other reports, charts, tables, letters, presentation material and newsletters from rough draft and general instruction and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases.  Prepares and distributes minutes of meetings.  Distributes documents and files as requested.

2.    Gathers and compiles information as required, such as client information statistics.  Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed and conducting file searches for requested information.  Replies to routine correspondence and formulates a reply to others.

3.    Operates a multi-line switchboard or phone, and performs reception duties such as directing calls, receiving and relaying messages, and receiving and directing visitors.  Refers problems to appropriate person.

4.    Answers general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, staff, and the public, and provides direction and/or general information about programs and policies.  Refers problems to appropriate person.

5.    Receives, sorts and distributes incoming and outgoing mail, faxes, internal correspondence, and courier documents.  Signs for receipt of packages and shipments.

6.    Assists with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, and summarizing information for physician and health care providers.  Schedules and confirms clients for services, sends out appointment reminders, and establishes and maintains clinic flow.  

7.    Receives, records, checks, and balances financial transactions including receiving payments and issuing receipts.

8.    Operates office equipment such as photocopiers, shredders, and fax machines, and carries out minor maintenance, such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to appropriate person.

9.    Places purchase orders with external suppliers, receives supplies, checks invoices against orders and goods received, stores and distributes supplies, and contacts suppliers to obtain and/or provide general information.

10.    Prepares and packages medical and non-medical supplies for shipping by performing duties such as packaging, insulating and labeling.  Contact couriers and prepares waybills as required.

11.    Participates in program planning and research within the service line of Clinical Prevention Services by participating in quality and safety initiatives, accreditation and other PHSA initiatives.  Providing input into research planning and implementing research activities and assisting in review of research results.

12.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Post secondary graduation from a recognized business or secretarial program supplemented by a course in medical and or scientific terminology or relevant combination of education and training.
•    Three (3) years administrative experience in a medical / scientific environment.

Skills and Abilities

•    Understanding of department terminology such as medical, scientific, research or information technology.
•    Computer literacy with software programs such as word-processing, presentation, spreadsheets, databases, browsers and electronic mail.
•    Demonstrated problem solving, customer service, sound judgment, organization and strong interpersonal skills.
•    Ability to type 50 words per minute.
•    Demonstrated ability to interact with BCCDC staff, university faculty, health officials, contractors and the general public.  Effective oral and written communication skills in the English language.
•    A high degree of accuracy, attention to detail and capable of independent error checking.
•    Ability to prioritize projects within deadlines.
•    Physical ability to carry out the duties of the position.