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Administrative Assistant - Child Health BC

Administrative Assistant

Child Health BC

Vancouver, BC

 

Are you efficient and detail oriented? Provide effective support to our teams so we can in turn provide the best health care to our patients.

 

What you’ll do

  • Maintain a coordinated and up-to-date calendar for the designated leaders’ appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements and resolving time conflicts.
  • Coordinate appropriate travel and accommodation for designated leaders’ attendance at conferences and meetings, confirming reservations and establishing an itinerary.
  • Respond to verbal and written communication and liaise internally and externally to share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
  • Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages. Enter and collect data and compile relevant statistical information and reports. Draft agendas, gather background materials, attend and record proceedings, prepare and distribute minutes, and take follow-up actions. Maintain a bring-forward system.
  • Coordinate key provincial events such as forums, workshops and events organized by CHBC by creating and distributing invitations, booking facilities, arranging equipment, preparing related materials and making catering arrangements.
  • Assist in budget development by researching and investigating product and service specifications and costing. Authorize expense reimbursements and invoices up to a pre-determined limit. Prepare invoices for PHSA finance. Complete purchase requisitions/online purchasing and forward for processing, ensuring invoices are authorized and submitted for payment.
  • Provide project support, researches information, tracks statistical data, and compile and analyze data involving new projects, and the interpretation and application of policies and procedures.

What you bring

  • A level of education, training and experience equivalent to Grade 12.
  • Graduation from a formal secretarial program.
  • Three (3) years’ recent, related experience.
  • Demonstrated organizational skills and the ability to prioritize workload and work under time pressures to meet deadlines.
  • Demonstrated interpersonal and time management skills. 
  • Work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and be flexible to meet and adapt to changes in organizational priorities. 
  • Use Microsoft Office applications including word processing, spreadsheet, and Web management and presentation software at an advanced level.
  • Communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. 
  • Exercise maturity and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
  • Record and transcribe meeting minutes. 
  • Type 60 words per minute.

What’s in it for you

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

  • Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
  • Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
  • Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
  • Annual statutory holidays (13) with generous vacation entitlement and accruement.
  • PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
  • Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type Regular, Full-Time
Location
1770 West 7th Avenue, Vancouver
Work days
Monday, Tuesday, Wednesday, Thursday, Friday
Hours of work
0800-1600
Reference number
#114654

 

What we do

BC Women's Hospital + Health Centre (BCW) bcwomens.ca is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education. BCW program is part of the Provincial Health Services Authority (PHSA). 

 

PHSA plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.

 

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

 

PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

Labor AgreementExcluded
Requisition #114654-2363416
Work Site1770 West 7th Avenue, Vancouver
Job TypeRegular, Full-Time
FTE1.00
Hours of Work0800-1600
Work DaysMon, Tue, Wed, Thu, Fri
Expiry Date

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.