Administrative Secretary, Medical Imaging - BC Cancer - Vancouver

Administrative Secretary, Medical Imaging
BC Cancer
Vancouver, BC 

The Administrative Secretary reports to the Manager and/or designate and acts as an integral member of the Clerical Support Services team to provide administrative and secretarial support functions within the Medical Imaging Department. The role types a variety of technical and non-technical material utilizing advanced word processing, spreadsheet, desktop publishing and presentation graphics software as well as types of medical consultation/documents/letters for the department utilizing dictating equipment and the Radiology Information System. The Administrative Secretary processes appointment records, coordinates Work Schedule, creates On-Call schedule, and administers funds such as academic and/or education for medical personnel, as well as compiles information and statistical records for analysis. The role maintains appointment diaries, arranges meetings/appointments, prioritizes mail, identifies inconsistencies in procedures and recommends changes, maintains filing systems, and attends meetings to provide secretarial support and follow up action.

What you’ll do

• Provide secretarial support to designated team members by typing a variety of technical and non-technical material such as correspondence, forms, memos and spreadsheets from verbal instruction and/or handwritten draft or dictation utilizing advanced word processing and spreadsheet software packages, creating files, setting up columns, tables and spreadsheet calculations, editing materials for stylistic consistency and distributing material as required. Creates consultation letters and patient histories utilizing dictating equipment and the Radiology Information System. Prepares lecture materials by methods such as creating slides, posters and overheads utilizing intermediate word processing, desktop publishing, and presentation graphics software packages and equipment as applicable.
• Maintain appointment calendars for designated department and team leaders by methods such as receiving requests for appointments and/or information regarding meetings, determining the urgency of requests, prioritizing the flow of information through the department, coordinating and modifying schedules as necessary, setting up meetings and notifying participants as required.
• Arrange departmental and other team meetings by performing duties such as selecting appropriate dates, modifying schedules as necessary, notifying participants, and booking rooms, equipment, and catering as required; circulates agenda when necessary. Attends meetings upon request to provide secretarial support and/or information by methods such as typing and circulating agendas, attending meetings to record proceedings, preparing minutes and reports and following up on any action items as required. Maintains bookings for meeting rooms.
• Screen incoming mail by performing duties such as opening and date stamping mail, prioritizing items for the attention of designated personnel, responding to routine written enquiries and material by composing correspondence or drafting for signature of appropriate party, taking follow up action as required and preparing outgoing mail for pick up.
• Process applications as directed for appointments to Medical Imaging Fellowships and Allied Professional Staff by ensuring completion of applications, assembling letters and evaluations from Department Head as required, contacting the appropriate bodies regarding British Columbia registration, verifying certification of applicants, writing to referees to obtain letters of reference, maintaining medical staff files, and coordinating the appointment and approval with the University of British Columbia’s Dean of the Faculty of Medicine.
• Process applications as directed for the yearly re-appointment of medical staff by obtaining the Medical Dept Head recommendation for re-appointment of each application, compiling information and submitting to appropriate committees for approval, ensuring the appropriate staff are notified of resultant changes, revising staff files and distributing information lists accordingly.
• Co-ordinate medical personnel Work Schedule under the direction of a Radiologist by methods such as receiving Radiologists/Residents/Fellows availability schedules, creating schedule to ensure appropriate persons are on call as per cases scheduled, rotating Radiologists/Residents/Fellows among different areas, arranging physician’s academic days and typing finalized schedule for distribution as required by the department.
• Creates approved Radiology On-call schedule by methods such as gathering radiologists/technologists names and phone numbers from various Master Schedules or contacting appropriate area and typing information onto schedule sheet for distribution to designated parties.
• Maintain medical staff payroll, records leaves, ensuring requests are approved and taken in accordance with established guidelines. Maintains assignment, vacation and meeting schedules.
• Process payments as required for expenditures such as research studies, education seminars, and reference books by methods such as issuing cheque requisitions, processing payments by various methods as directed, reconciling accounts and tracking expenditures using spreadsheet software.
• Maintain and monitors department files, reference books and electronic media by performing duties such as purchasing reference books and electronic media as directed by radiologists.
• Communicate with other areas, internal departments and outside agencies on behalf of assigned area by responding to enquiries on items such as departmental policies, general information as well as office maintenance issues, and referring requests to appropriate personnel. Provides reception duties by greeting visitors, screening incoming calls for team members, and directing messages/calls/visitors to appropriate personnel.

What you bring

Qualifications:

• Grade 12, graduation from a recognized secretarial program, including knowledge of medical terminology, and three years’ recent, related experience or an equivalent combination of education, training and experience.
• Knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
• Comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
• Knowledge and understanding of legislative obligations and provincial commitments within BC Cancer contexts found in the foundational documents 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 - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies:

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness 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.).

You have:

• Ability to keyboard at 60 wpm
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Commitment to develop knowledge and understanding of legislative obligations and provincial commitments found in the foundational documents - 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 - and how they intersect across the health care system
• 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).
• 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 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, 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: $30.54 per hour.

Location: 600 West 10th Avenue, Vancouver, V5Z 4E6  

Applications accepted until position is filled.

Hours of Work: Monday - Friday; 0700 - 1500, 0730 - 1530, 0800 - 1600, 0830 - 1630, 0900 - 1700

Requisition Number: 183157E

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit after receiving a full time job offer with PHSA**

What we do

BC Cancer provides comprehensive cancer control for the people of British Columbia. BC Cancer is part of the Provincial Health Services Authority (PHSA).

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 Cancer are committed to anti-racism and 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 excluded groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca.

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the 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.

Attention current employees of PHSA:  

You must apply via your internal profile at http://internaljobs.phsa.ca.

The internal job posting expires on May 12, 2025, and will no longer be accessible. If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.

If you have not yet set up an internal profile, please e-mail internaljobshelpu@phsa.ca with your PHSA employee ID number to obtain your temporary password. Our business hours are Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days. 

If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at careers@phsa.ca.