Program Assistant,

BC Women’s Hospital and Health Centre,

Vancouver, BC

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 Program Manager(s), the Program Assistant provides confidential administrative and secretarial support to the BC Women’s Hospital and Health Centre (BCW’s) of the Provincial Health Services Authority (PHSA). The Program Assistant manages the day-to-day activities of the Program Manager’s offices including appointment and meeting coordination, the preparation and processing of documents and information, and the maintenance of the office support systems.

What you’ll do

Scope and Complexity

• Financial responsibility involves the prudent use of the resources available to the position, such as ordering supplies within the scope of authority. The Program Assistant follows administrative policies and procedures and receives general guidance on specific tasks. This position works independently to balance priorities and workflow to provide efficient and effective administrative support to senior staff within the Division. The demanding and ever-changing nature of the corporate environment adds complexity to the administrative role and requires flexibility to assist others in achieving time-structure goals. The Program Assistant 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 Program Assistant acts as a resource/liaison in providing program information to others internally and externally.

Communications

• The Program Assistant has regular contact with Program Manager(s), other leadership teams as well as other agency management team members to ensure the necessary flow of information through the Vice-President. The Program Assistant has regular contact with other support roles in the organization to coordinate schedules and facilitate the exchange of information.
• The Program Assistant’s external communication role includes liaising with government agencies, external organizations, other health care authority representatives, legal representatives, members of the general public and visitors to the organization to provide and/or receive information. The Program Assistant utilizes judgment and initiative when responding to information requests.

Duties/Accountabilities

• Maintain the Program Manager’s appointment schedules and 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. Resolve time conflicts as required.
• Respond to verbal and written communication directed to the Program Manager’s offices. Responsibilities include screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the Program Managers as appropriate or other senior staff for reply. Liaise with external organizations on behalf of the Program Manager to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
• Produce a variety of documents including correspondence, memos, minutes and meeting agendas from handwritten copy and/or dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopy, collate, and distribute documentation such as correspondence and reports.
• Create, maintain, and/or make necessary changes to hospital forms. Act as a liaison in streamlining communications and implementation of revised hospital forms as required.
• Screen incoming materials, prioritizes items for immediate attention and distribute as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
• Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for the Program Manager’s signature, ascertaining status of item/issue and investigating designated items.
• Design and maintain filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintain a bring-forward system.
• Make arrangements for travel and accommodation for the Program Manager(s) for attendance at industry meetings and conferences by performing duties such as contacting travel agencies, confirming reservations and establishing an itinerary.
• Assist in budget development and monitors expenditures. Authorize expense reimbursements and invoices up to a pre-determined limit.
• Prepare and submit employee time records to Payroll for Program Manager(s). Investigate and respond to timekeeping inquiries and corrects discrepancies.
• Participate in a variety of projects. Responsibilities include researching information, compiling patient survey results, tracking statistical data, compiling and analyzing data involving new projects, the interpretation and application of policies and procedures, and organizing staff retirement parties.
• Responsible for processing IMIT requests such as eform submissions for computer accounts, requests for consultations, equipment, and repairs as necessary. Act as central point of communication with IMIT.
• Coordinate staff training on new/changed equipment/technology/software. Troubleshoot equipment malfunctions.
• Maintain an inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase requisitions for approval, forwarding to Purchasing for processing and receiving supplies. Ensure invoices are authorized for payment and submitted for payment.
• Provide a central point for processing maintenance requests and follow up on departmental repairs and related functions. Coordinate housekeeping requests and complaints by maintaining a program log, and acts as central point of contact and follow up for housekeeping issues.
• Maintain and coordinate duties related to off site storage, organizes pick up and delivery requests, filing systems, and inventory.
• Manage and monitor key control, processes requests, inventory and returns. Maintain and monitors logs for long distance charges. Provide screening as appropriate.
• Perform other related duties as assigned.

What you bring

Education, Training and Experience

• A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience, including at least one (1) year of experience at a senior level.

Skills & Knowledge

• Ability to work independently and resolve administrative issues/problems. 
• Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software 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. 
• Demonstrated ability to provide guidance and direction to others. 
• 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. 
• Demonstrated ability to record and transcribe minutes of meetings. 
• Ability to type 60 words per minute. 
• Demonstrated physical ability to carry out the duties of the position.
• 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: Regular Full-Time
Wage: $44,088.00 - $57,865.00/ year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 4500 Oak Street, Vancouver V6H 2N9
Hours of Work: 0800-1600 Mon-Fri
Requisition # 141473

What we do

BC Women’s Health Centre is part of the Provincial Health Services Authority (PHSA). BC Women's Hospital & Health Centre (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education.

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 Women’s Health Centre 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 will no longer be accessible after the expiry date of March 7 2023. 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.