Executive Assistant to PHSA Senior Executive TeamApply Now Apply Later
The Provincial Health Services Authority (PHSA) plans, manages and evaluates selected specialty and province-wide health care services across BC, working with the five geographic health authorities to deliver province-wide solutions that improve the health of British Columbians. PHSA embodies values that reflect a commitment to excellence. These include: Patients first • Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose
Chief Communications Office
Regular Full-time (1.00 FTE)
Start Date: March 5, 2018
In accordance with the Mission, Vision and Values, and strategic directions of safety, including both employee and patient safety, is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Communications team is a valued team of storytellers who are a driving force in creating the best possible experience for our patients. You will work alongside health care providers and research leaders known around the world for treatment, innovation and care. Being a trusted advisor regarding highly complex issues and projects will keep you busy.
Responsibilities include functioning as a confidential liaison, coordinating the flow of information, ensuring accurate and timely delivery of administrative services, keeping the Chief Communications Officer) apprised of issues and activities, and dealing with highly sensitive and confidential issues; makes decisions regarding what needs to be completed that requires analysis and interpretation, and exercises initiative, judgment and problem solving skills to complete work, judgments affect the accuracy, reliability and acceptability of further processes or services in the organization. The Executive Assistant ensures accurate and timely delivery of professional administrative services, assists in event management, budget development and monitors expenditures, arranges travel and accommodation, provides project support, submits HR and Finance information, and maintains office equipment and supplies.
- Functions as the confidential liaison for the Chief Communications Officer and responds to verbal and written communication directed to their offices from members of the Executive, other leadership teams, the operating division’s management team members, Ministry and government officials, external organizations, the public, and other health care authority representatives.
- Screens requests and inquiries, makes a determination on importance/urgency of request, provides a response and/or forwards to the Senior Executive or other staff for reply, and ensures follow-up by relevant personnel on emergent issues. Utilizes a thorough knowledge of the operating divisions and the overall health authority in addition to strong communication and interpersonal skills to respond effectively.
- Provides leadership to others in the form of guidance and direction on interpretation and application of organizational policies and procedures as well as the exchange of information to others internal and external to the organization.
- Maintains the Senior Executive’s appointment schedule and other time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required. Makes arrangements for travel and accommodation for attendance at industry meetings and conferences.
- Produces and maintains a variety of accurate and well-designed documents for the Chief Communications Officer and the Communications team, including correspondence, briefing notes, memos, meeting agendas/minutes and reports utilizing various word processing, presentation and spreadsheet software. As requested, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations.
- Assists in budget development and monitors expenditures, reviews and authorizes expense reimbursements and invoices in accordance with PHSA policies up to a pre-determined limit, and applies sound financial principals involving the prudent use of the resources available. Completes purchase requisitions/on-line purchasing and forwards for processing, and ensures invoices are authorized and submitted for payment.
- Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.
- Participates in a variety of Communications team projects and initiatives. Responsibilities include researching information, tracking statistical data and compiling and analyzing data, and interpreting and applying policies and procedures. Manages projects by corresponding with key stakeholders, monitoring milestones and tracking action plans. Ensures the necessary flow of information through PHSA while maintaining appropriate levels of security and confidentiality.
A level of education, training, and experience equivalent to grade 12 plus graduation from a formal administrative assistant program plus five to seven (5-7) years recent related experience, including three (3) years at a senior level, preferably in a health care environment. Interest or past experience in communications or public relations an asset. Skilled in working in a large, complex organization, collaborative in building relationships, and smart in knowing how to prioritize competing interests and requests in a fast-moving environment.
Ability to work independently and to resolve administrative issues/problems. Demonstrated ability to use related equipment and software, including word processing, spreadsheet and presentation programs at an advanced level. Demonstrated flexibility to meet and adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries. Demonstrated interpersonal skills to provide effective administrative support at the executive level. Demonstrated ability to provide guidance and direction to others. Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature. Demonstrated time management skills to assist others in meeting deadlines.
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***Employees of PHSA must apply via the "Internal Application Process". Current PHSA staff who applies to this posting using this external site will be considered with other external candidates. Seniority will not apply.***
Please visit internaljobs.phsa.ca to register your internal profile and apply online for internal jobs. If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk firstname.lastname@example.org
Internal competition closes February 20, 2018. Internal applications received after this date will be considered as late applications.
Applications will be accepted until the position is filled.
For more information on all that the PHSA has to offer, please visit: http://careers.phsa.ca
PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.