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More than just a job.

It’s about providing the highest quality patient care by placing the needs of our patients first. At PHSA, you’ll discover a culture of teamwork, professionalism, mutual respect and, most importantly, a life-changing career. Find yours now.

Special Operations Assistant

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Special Operations Administrative Assistant

BC Emergency Health Services, 5901 Delesalle Street, Burnaby. 

What you'll do

  • Report to the Leader, the Special Operations Assistant provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area.
  • Perform secretarial and administrative duties such as screening incoming materials, sorting, prioritizing, logging, tracks and distributes incoming correspondence and briefing notes and maintaining a bring-forward system.
  • Prioritize items for the individual attention, responding to routine inquiries by drafting correspondence, inputting payroll, and preparing minutes/reports and agendas for meetings.
  • Create document such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
  • Coordinate meeting 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.
  • Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
  • Schedule appointments/meetings and determines urgency of requests in order to respond to scheduling requirements.
  • Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
  • Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
  • Respond to routine verbal and written inquiries from the public, government staff and other agencies, and provides information such as brochures, packages, forms or applications.
  • Update and/or assembles manuals, maintains administrative policy and procedures manuals.
  • Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; checks accuracy and completeness of financial documentation.
  • Maintain office and station supplies according to pre-determined re-order levels; arranges for maintenance and repair of equipment.
  • Arrange conferences, including booking meeting locations, arranging logistics and catering. Attends meetings, provides transcription services, and sends out notifications of upcoming meetings as required. Ensures timely follow up on outstanding items.
  • Maintain contact lists, email distribution lists and phone lists.
  • Perform scheduling and timekeeping responsibilities by following standard business processes.
  • Book short term vacancies and/or fills daily staffing requests for events and support staff with regular and casual staff by methods such as receiving lists of staffing needs from Manager or designate, calling in staff according to established procedures, contractual requirements, availability and determined priority, notifying Manager or designate of vacancies filled and/or any difficulties and posting designated hours.

What you bring

 

  • Grade 12, graduation from a recognized secretarial program,
  • Three years’ recent, related experience or an equivalent combination of education, training and experience.
  • Ability to keyboard at 60 wpm.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to deal with others effectively
  • Ability to carry out the duties of the position
  • Ability to organize work

What we bring

 

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: Temporary Full-Time
Wage:
$26.65/hour 
Location: 
5901 Delesalle St, Burnaby, BC V5J 4V4
Closing date:
Until Filled
Hours of Work: 
08:30-16:30 Monday-Friday
Requisition #: 
131028E

 

What we do

 

BC Emergency Health Services (BCEHS) provides provincial emergency medical care and patient transfer services. BCEHS 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.

 

PHSA and BCEHS are 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.