Program Secretary, BCW

Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Program Secretary performs secretarial and administrative duties for the Program Manager and other program staff. Duties including scheduling meetings, typing a variety of material, filing, responding to telephone enquiries, arranging meetings, screening incoming materials prioritizing items for the Program Manager and Program staff, and performing timekeeping and payroll duties.

Duties/Accountabilities:

1. Types a variety of documents such as correspondence, memos, forms, reports by utilizing a variety of software programs for the Program Manager and staff. Drafts routine items for signature as required.
2. Schedules appointments and meetings for the Program Manager and Program staff by performing duties such as booking meeting rooms; arranging equipment such as overheads; typing, assembling and distributing information such as agenda, notices, correspondence, reports and subject files in preparation for meetings; recording, transcribing, and distributing minutes of meetings and takes follow up action when appropriate; and resolving scheduling conflicts by determining urgency of meeting requests.
3. Performs secretarial duties such as screening incoming materials, prioritizing items for the attention of the Program Manager, responding to inquiries by drafting correspondence or referring to the appropriate area. Receives and distributes incoming mail and processes all outgoing mail as required.
4. Performs receptionist duties such as answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Program Manager and other program staff.
5. Compiles, organizes, and maintains a manual of operating procedures for clerical staff.
6. Sets up and maintains filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material.
7. Arranges for servicing and maintenance of equipment, appliances, furniture and facilitates housekeeping and key requests.
8. Completes and submits payroll by maintaining timekeeping records for staff and submitting to payroll; receives and processes requests such as vacation, leave of absence, hires and terminations by preparing appropriate documentation, and forwarding to appropriate authority for approval.
9. Completes reimbursement requests and sends to PHSA Finance.
10. Maintains office supplies by monitoring inventory and ordering supplies up to pre-authorized limits when required and using appropriate software programs.
11. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience
• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years’ recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard 60 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.