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BC Women’s Hospital & Health Centre (BCW) is the only facility in British Columbia devoted primarily to the health of women, newborns and families. It provides a broad range of specialized women’s health services that address the health needs of women of all ages and backgrounds. BC Women’s is one of the largest maternity facilities in Canada, with over 7,000 births a year, and is both the major primary and secondary maternity services provider in the Lower Mainland and the cornerstone of the provincial tertiary care system. As an academic health centre BCW’s mandate includes providing strong leadership in research and the education and professional development of health care professionals in areas related to the health of the populations we serve. 

 

BC Children's Hospital (BCCH) cares for the province's most acutely ill or injured children and youth, provides developmental and rehabilitation services to children and youth throughout BC, and offers a broad range of health services. Sunny Hill Health Centre for Children (SHHC), a leading provincial facility offering specialized services to children and youth with developmental disabilities from birth to age 19, works collaboratively with BCCH. SHHC focuses on the child and their family while supporting health care professionals in their community. BCCH also operates a wide number of specialized health programs, is a leading acute care teaching facility, and conducts research to advance health and care through the Child and Family Research Institute and in partnership with the University of British Columbia.

 

BCW and BCCH are agencies of the Provincial Health Services Authority (PHSA) which plans, manages and evaluates 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

 

 

Children's & Women's Health Centre

Rehab and Development Management

Administrative Assistant

Reference #64898

Temporary Full-time (1.00 FTE)

Start Date: January 2, 2018

End Date: February 1, 2019  (13 months)

Vancouver, BC

 

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 Program Director or designate, the Administrative Assistant provides confidential administrative and secretarial support to the program area. The Administrative Assistant manages the day-to-day activities of the Program Director’s office as required, including appointment and meeting coordination and the preparation and processing of documents and information. In addition, the Administrative Assistant is responsible for ensuring day-to-day maintenance and upkeep of the facility. Office related duties include the development and maintenance of all office support systems, collecting data, performing financial duties and maintaining supplies and resources.

 

Duties/Accountabilities:

Maintains the Program Director’s and/or Program Manager’s appointment schedule and time commitments through methods such as receiving appointment requests, inquiries and/or meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements.  Resolves time conflicts and provides a response and/or forwards to the appropriate staff for reply. 

•    Produces a variety of documents including correspondence, memos, minutes and meeting agendas from handwritten copy and/or Dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets.  Photocopies, collates, and distributes documentation such as correspondence and reports. 

•    Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate.  Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature.  Processes incoming and outgoing paper, electronic and voice mail. Liaises with external organizations on behalf of the program to respond to and/or share information and ensures follow up by relevant personnel on emergent issues. 

•    Participates in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for the Program Director’s signature, ascertaining status of item/issue and investigating designated items. 

•    Assists in budget development and monitors expenditures.  Authorizes expense reimbursements and invoices up to a pre-determined limit. 

•    Prepares and submits employee time records to Payroll for the Program Director and Program Manager.  Investigates and responds to timekeeping inquiries and corrects discrepancies. 

•    Maintains an inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase requisitions for approval, forwarding to Purchasing for processing and receiving supplies.  Ensures invoices are authorized for payment and submitted for payment. 

•    Participates in a variety of projects as required.  Responsibilities include researching information, tracking statistical data, compiling and analyzing data involving new projects, and the interpretation and application of policies and procedures.

 

 

Qualifications: 

A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus four (4)  years recent related experience, including at least one (1) year of experience at a senior level. 

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 meetings. Ability to type 60 words per minute.  Demonstrated physical ability to carry out the duties of the position.

 

We invite you to apply by clicking the "Apply Online Now" button where you can register for the first time or enter your Username and Password in order to re-access your profile on our system.

 

***Employees of PHSA must apply via the "Internal Application Process" . Current PHSA staff who apply to this posting using this external site will be considered with other external candidates. Seniority will not apply.*** 

 

Please visit internaljobs.phsa.ca to register your internal profile and apply online for internal jobs.  If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk  internaljobshelpu@phsa.ca    

 

Internal competition closes December 11, 2017. Internal applications received after this date will be considered as late applications. 

 

 

Applications will be accepted until the position is filled.

 

For more information about the Agency that you are interested in, please visit the website at: www.bcchildrens.ca  orwww.bcwomens.ca

                               

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.

Privacy Policy

Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that you provide when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.

Your information will be shared with our staff on a “need to know” basis. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information. To view the third party vendor privacy policy please refer to https://www.brainhunter.com/EN/Privacypolicy.html.

Under certain circumstances, some personal information may be disclosed pursuant to the Freedom of Information and Protection of Privacy Act of B.C. For example, where we believe in good faith that the law requires disclosure of such information in response to legal process and law enforcement rights.

If you have any questions about the management of your personal information, please email careers@phsa.ca.