Job List

Administrative Assistant - Transformation Leadership Office

 

PHSA Corporate

Administrative Assistant 
Reference 
# 84842
Regular Full-time
 (1.00 FTE) 
Start Date: As soon as possible 

Vancouver, BC

 

The Administrative Assistant provides confidential administrative and secretarial support to the Executive Director and assists with the activities of Transformation Delivery within the Transformation Leadership Office. Triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps Executive Director apprised of issues and activities. Interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the program/service/senior leader utilizing strong persuasion and communication abilities and the exchange of information. The demanding and ever-changing nature of the Transformation Leadership Office adds complexity to the administrative role and requires flexibility and resourcefulness to assist others in achieving time-structured goals. Works independently and communicates with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships. Exercises initiative, problem solves and makes judgments that affect the accuracy and reliability of further processes.

 

Key Accountabilities:

  • Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
  • Produces timely, accurate and well formatted documents including speaking notes, correspondence, letters, reports, minutes and meeting agendas using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports.  Enters and collects data, and compiles relevant statistical information into structured reports.
  • Maintains a consistently updated and accurate appointment schedule for the Senior Leader and others as required by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation Makes catering, travel and accommodation arrangements.  Attends meetings and in-services as required.
  • 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 signature, ascertaining status of item/issue and investigating designated items.
  • Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the program/service using methods that can be easily accessible to assigned staff.
  • Assists with human resources and financial actions for the department by completing and submitting relevant documentation/records and following up on issues with appropriate department(s) as required.  
  • Liaises with various government ministries, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information.

 

Qualifications: 

  • A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.
  • Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
  • Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
  • Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
  • Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
  • Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.
  • Demonstrated ability to record and transcribe minutes of meetings.
  • Ability to type 60 words per minute.

 

The Provincial Health Services Authority (PHSA) plans, manages and evaluates selected specialty and province-wide health care services across BC, working with the five geographic health authorities to deliver province-wide solutions that improve the health of British Columbians. PHSA embodies values that reflect a commitment to excellence. These include: Patients first • Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose

 

 

Labor AgreementExcluded
Requisition #84842-2326847
Work SiteWest Broadway, Vancouver
Job TypeRegular, Full-Time
FTE1.00
Hours of Work08:30 - 16:30
Work DaysMonday, Tuesday, Wednesday, Thursday, Friday
Expiry Date22-Aug-2019

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.

The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously.

To view the third party vendor privacy policy please refer 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. 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.