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Administrative Assistant CST Implementation
BC Cancer Vancouver Island, BC

Provide effective administrative support so our projects and departments run smoothly.

 

In this role, you will:

  • Coordinate the flow of information
  • Coordinate appointments and meetings
  • Process information and prepare documents
  • Assist with budget development and monitor expenditures
  • Arrange travel and accommodation
  • Submit Human Resource and Finance information
  • Maintain office equipment and supplies

 

Key Accountabilities

 

As our successful candidate, you will:

 

  • Maintain an up-to-date appointment calendar for the leader. Determine urgency and nature of requests. Resolve time conflicts.
  • Coordinate meetings: ensure well-defined and timely agendas, identify and notify interested parties, compile supporting materials, arrange catering, travel and accommodations. 
  • Draft agendas, gather background materials, attend meetings and record proceedings, prepare and distribute minutes, and take follow-up action.
  • Respond to verbal and written communication and share information, clarify details, and ensure follow-up by others.
  • Prepare documents such as presentations, spreadsheets, correspondence, meeting minutes, and reports accurately and quickly. 
  • Collect, enter and analyze data. Compile statistical information and reports.
  • Maintain a bring-forward system. 
  • Assist with budget development and monitor expenditures, authorize expense reimbursements and invoices to a pre-determined limit, and track expenditures third party for reimbursements. Complete purchase requisitions/online purchasing and forward for processing. Ensure invoices are authorized and submitted for payment. 
  • Submit eForms, process timekeeping, and liaise with Finance, Payroll and Human Resources.

 

Qualifications

You have:

  • Education, training and experience equivalent to Grade 12.
  • Graduated from a formal secretarial program.
  • Three (3) years recent related experience.
  • Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to adapt to changes in organizational priorities.

You have demonstrated abilities to: 

  • Use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level. 
  • Prioritize workload and work under time pressures to meet deadlines. 
  • Communicate effectively verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. 
  • Record and transcribe minutes of meetings. 
  • Type at least 60 words per minute.

 

If this sounds like you, apply now!

 

Reference #77152
Temporary Full-Time (1.00 FTE)
Start Date: As soon as possible 
End Date: July 19, 2019

The Provincial Health Services Authority (PHSA) provides province-wide specialized health services to British Columbians. Our internal Staffing Solutions provides opportunities for people to jump start their career within PHSA and heath care. We are a collective talent pool of service minded professionals who are available to start work immediately. We have exciting new projects coming up and are currently recruiting for multiple positions.

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.

 

Applications will be accepted until the position is filled.

 

 ***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 at internaljobshelpu@phsa.ca

 

 

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 we collect from you or about you 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 contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. 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.

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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. Security measures have been integrated into the design, implementation and day-to-day operating practices as part of PHSA's continuing commitment to the protection of personal information it holds. View our PHSA Privacy Policy.

If you have any questions about the management of your personal information during the recruitment process, please contact the Manager, Talent Acquisition at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at careers@phsa.ca.