Administrative Assistant, BC Emergency Health Services, Kamloops BC
BC Emergency Health Services,
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
Reporting to the Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area.
What you’ll do
- 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 documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
- Coordinate 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.
- 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 determine 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 assemble manuals, maintain 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; check accuracy and completeness of financial documentation.
- Maintain office supplies according to pre-determined re-order levels; arrange for maintenance and repair of equipment such as transcription and photocopying equipment.
- Arrange conferences, including booking meeting locations, arranging logistics and catering. Attend meetings, provide transcription services, and send out notifications of upcoming meetings as required. Ensure timely follow up on outstanding items.
- Coordinate legal processes for the office, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, Police agencies and Coroner, and arranging for travel and reimbursement if necessary.
- Maintain contact lists, email distribution lists and phone lists.
- Other related duties as assigned.
What you bring
Education, Training and Experience
- Grade 12, graduation from a recognized secretarial program, and three years’ recent, related experience or an equivalent combination of education, training and experience.
Skills & Knowledge
- Ability to keyboard at 60 wpm
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively
- Physical ability to carry out the duties of the position
- Ability to organize work
- Ability to operate related equipment.
- 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 impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
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, End Date March 31, 2024.
Location: 1257 Dalhousie Drive, Kamloops, BC V2C 5Z5
Hours of Work: 0830-1630, Mon-Fri.
Requisition # 141299
What we do
BC Emergency Health Services (BCEHS) is part of the Provincial Health Services Authority (PHSA). BC Emergency Health Services (BCEHS) provides provincial emergency medical care and patient transfer services.
The Provincial Health Services Authority (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 and BC Emergency Health Services (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.
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.ca
Please note 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.
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