Administrative Assistant, Provincial Assessment Centre

Job title:

Administrative Assistant, Provincial Assessment Centre

Company

Provincial Health Services Authority

Job description

Administrative Assistant, Provincial Assessment CentreBC Mental Health ProgramCoquitlam, BCIn accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.The Administrative Assistant provides a variety of clerical support to the department and/or program area. Acts as a receptionist, receives incoming/outgoing material, provides transcription services, compiles designated material for distribution, maintains timekeeping records, provides word processing of a variety of documents, maintains stationary levels and ensures equipment maintenance, sets up filing systems, takes, transcribes and distributes minutes, coordinates coverage for absences, maintains/balances petty cash account and performs a variety of clerical duties.What you’ll do

• Acts as a receptionist by answering telephone, determining urgency of call and referring or taking messages, verifying appointments, greeting clients, advising staff when appointments have arrived, providing general information over the phone and in person about program services and other available community resources and referring inquiries as appropriate.
• Receives incoming/outgoing material by methods such as sorting and directing mail to appropriate team member; responds to routine written enquiries/material by drafting correspondence for signature. Coordinates the transmittal of faxes by operating equipment and distributing material.
• Assists with timekeeping by advising Clinical Services Manager of staff attendance, reporting absences such as vacation, sick time and leaves of absences, tracking vacation entitlements and vacation taken, verifying vacation balances, informing staff of balances, and providing information to Clinical Services Manager to assist with vacation scheduling.
• Accepts calls from team members regarding illnesses/absences by methods such as taking messages and forwarding to appropriate personnel. Calls in casuals according to pre-determined guidelines and refers problems and/or difficulties to Clinical Services Manager. Maintains seniority lists for casual staff.
• Provides transcription services by methods such as transcribing assessments, case reviews, progress notes and termination summaries correspondences according to priority level and date of dictation; proofreading and editing documents for stylistic consistency, accuracy, and ensuring format, punctuation and grammar are correct; providing completed documents for review and signature; revising documents as requested; distributing copies and filing information appropriately.
• Types/formats a variety of technical and non-technical material, such as correspondence, reports, forms, agendas from verbal instruction and/or draft notes using word processing and other software applications. Composes and signs routine correspondence such as form letters or departmental memorandums as directed. Prepares a variety of presentation material and graphics, such as overhead slides, newsletters, brochures and pamphlets using word processing, graphic and other software applications. Updates/maintains and generates a variety of standard reports utilizing various spreadsheets/databases.
• Attends meetings, takes, word processes and distributes minutes, and sends out notifications of upcoming meetings as required.
• Develops/maintains filing systems including organizing files, filing, assembling, culling and ensures appropriate documentation is retained on file.
• Assists with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, creating client files. Inputs, updates, and closes client records using various programs and tracking software.
• Supports clients as required by methods such as booking appointments and arranging for transportation according to defined procedures.
• Maintains inventory of stationery supplies by monitoring level of supplies, ordering and/or preparing purchasing requisitions and forwarding for signature; checking goods received with packing slips to verify order received and forwarding invoices for payment.
• Arranges for maintenance and repairs to the office and office equipment by contacting Housekeeper and equipment suppliers and keeps Clinical Services Manager informed of requirements.
• Maintains/balances petty cash fund by preparing requisitions to replenish petty cash.
• Performs other related duties as assigned

What you bringQualifications

• Grade 12, Office Administration certificate, plus one (1) year recent related experience, or an equivalent combination of education, training and experience.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently and in cooperation with others.
• Ability to operate related equipment.
• Ability to organize and prioritize.
• Ability to type at 50 w.p.m.
• Business writing skills
• Knowledge of office practices and procedures.
• Ability to establish and maintain rapport with clients.
• Knowledge of medical terminology.
• Physical ability to carry out the duties of the position.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC’s Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bringEvery 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, development, and recognition programs that honour the commitment and contribution of all employees.
• 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).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time
Wage: $24.76 – $26.38 / Hour
Location: 2721 Lougheed Hwy., Coquitlam, BC V3C 4J2
Closing date: Applications accepted until position is filled
Hours of Work: 0830-1630 (Monday to Friday)
Requisition # 169838EAs per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.What we doThe Provincial Health Services Authority ( ) 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:PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’kula Team (Indigenous Recruitment & Employee Experience) for support at .Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC’s Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.ATTN: PHSA Employees:To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.caPlease note the internal job posting will no longer be accessible after the expiry date of August 1, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.
Labor Agreement Community Subsector
Requisition # 169838E-2421242
Work Site 2721 Lougheed Hwy, Coquitlam
Job Type Regular, Full-Time
Salary/Rate $24.76 – $26.38 / Hour
FTE 1.00
Hours of Work 0830-1630
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date 23-Aug-2024

Expected salary

$24.76 – 26.38 per hour

Location

Coquitlam, BC

Job date

Sat, 27 Jul 2024 04:30:08 GMT

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