Salary Range: $49,445-$64,897/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

 

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. Reporting to the Director, Ethics Services, the Administrative Assistant, Ethics Services plays a key role in supporting the Ethics Committees and education sessions for PHSA.  Key responsibilities include providing comprehensive support for the ethics program meeting and education sessions by ensuring timely and accurate collection, distribution, and management of information required and/or produced by the program, the committees, and Clinical Ethicists.

The Administrative Assistant, Ethics Services has the responsibility of supporting relevant Ethics Committees and the Journal club by preparing and organizing meetings, and taking minutes. This role coordinates the Ethics Committees annual retreat and other ethics education sessions throughout the year. The Administrative Assistant, Ethics Services assists the Clinical Ethicists with grant applications and research projects.  This role also maintains and updates the ethics webpage and resource library, maintains and archives program evaluation results; and monitors and maintains the ethics program budget.  The Administrative Assistant, Ethics Services provides daily secretarial support to the Director and Clinical Ethicists.

Duties/Accountabilities:

• Supports relevant Ethics committee process through methods such as drafting agendas, gathering background materials such as reports and handouts, attending and recording proceedings, preparing and distributing minutes, taking follow-up action such as ascertaining status of item/issue, and investigating designated items.
• Supports activities such as the Brown Bag Journal Club. Functions include booking, catering, advertising and attendance. Responds to journal article retrieval requests for journal club group and committee members.
• Supports education sessions by making travel and accommodation arrangements for guest speakers to present on-site and for committee members to attend out-of-town conferences. Arranges catering; monitors and tracks responses and attendance numbers; arranges advertising; coordinates evaluation results and logistics on the event day.
• Organizes events such as Ethics Committee Retreats, by making arrangements for booking, catering, invitations, and travel arrangements for guest speakers.
• Prepares and submits reimbursement claims for committee expenses and members to track and report on the status of the Ethics Services budget. Updates budget every fiscal period and reports the budget status to the Director, Ethics Services.
• Updates and maintains the Ethics Webpage on portal, including the Ethics Resource Library.
• Uses online survey tool to input, archive, and summarize ethics education evaluation results.
• Provides administrative assistance to the Clinical Ethicists, including conference registration, travel and accommodation, research support, presentation and lecture preparation and updating and maintaining the Ethicists CV’s.  
• Performs other related duties as assigned.
  
  

Qualifications:

• A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
• Ability to work independently and resolve administrative issues/problems.  
• Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.  
• Demonstrated flexibility to meet and adapt to changes in organizational priorities.  
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.  
• Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries.  
• Demonstrated interpersonal skills to provide effective administrative support at the senior management level.  
• Demonstrated ability to provide guidance and direction to others.  
• Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.  
• Demonstrated time management skills to assist others in meeting deadlines.  
• Demonstrated ability to record and transcribe minutes of large group meetings.
• Ability to type 60 words per minute.  
• Physical ability to carry out the duties of the position.