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Secretary to Medical Professional

Secretary to Medical Professional

Pay Group: CUPE 2950 Salaried - Sec to Medical Prof (Gr6), Step 1

Compensation: $3,805 per month

Scheduled Weekly Hours: 35 Hours per week

Pay Group: Full- Time Salary, ongoing

Start Date: ASAP


Job Summary

Provides administrative and secretarial support to the Division of Developmental Pediatrics.


Organizational Status

The Division of Developmental Pediatrics is active in clinical practice, education, and research in child development and rehabilitation, the scope of which collaboratively includes UBC, Sunny Hill Health Centre, BC Children’s Hospital, and PHSA. The Division includes 25+ members: staff physicians, non-clinical staff, and clinical fellows. Each month/year, new subspecialty residents/residents/medical students are welcomed on training rotations.

Reports directly to Head, Division of Developmental Pediatrics. Provides administrative and secretarial support to assigned staff physicians.


Work Performed

  • Organizes, schedules & accepts in-person, zoom, skype meeting requests for clinics, Division Meetings, and other meetings as requested by physicians or staff.
  • Coordinates physician schedules using Outlook calendar in a network environment (STAR and Cerner databases) and alerts others if there are conflicts in schedule.
  • Coordinates meetings and clinical conferences by performing duties such as preparing and distributing material and agendas, booking rooms, or Zoom meetings, and arranging catering.
  • Creates and maintains electronic and hardcopy file systems.
  • Orders supplies for Division.
  • Receives and responds to urgent messages for physicians
  • Opens, sorts and distributes mail.
  • Sends courier packages, faxes and correspondence.
  • Files physical and electronic documents.
  • Prepares PHSA expense claims for assigned physicians and submits to Department of Pediatrics Finance. Tracks physicians’ yearly Professional Expense Allowances to ensure no overage.
  • Anticipates and monitors deadlines for Divisional activities and works with assigned group of staff physicians to ensure deadlines are met.
  • Creates and updates physicians' CVs and Teaching Dossiers.
  • Arranges hotel, flights and cars for assigned physicians.
  • Creates vacation leave and conference requests, and tracks same for assigned physicians.
  • Answers phone for self and physicians; takes message and/or redirects as appropriate.
  • Composes and transcribes various reports and correspondence.
  • Provides vacation/sick coverage for Administrative Assistant, Division Head (5 weeks); and Education Program Assistant (5 weeks).
  • Troubleshoots and resolves problems: phones, laptops, maintenance, IT, other problems indicated by physicians


Consequence of Error/Judgement

  • Exercises judgement, sensitivity and discretion when communicating with patients and families. Problem solves, and presents solutions to new or unusual problems to Division Head.


Supervision Received

  • Reports to Head, Division of Developmental Pediatrics. Works under minimal supervision


Supervision Given

  • Does not provide supervision to others 


Minimum Qualifications

  • High school graduation; One (1) year of post secondary education.
  • Completion of a Medical or Dental Office Assistant program (including terminology); Three (3) years of related experience, or an equivalent combination of education and experience.


Preferred Qualifications

  • Minimum of four (4) years related clinical experience or three years of relevant UBC experience.
  • Computer experience required at intermediate level (MS Word, MS Excel, MS PowerPoint and MS.
  • Outlook in a network environment), Health Authority Intranet, Skype and Zoom platforms.
  • Ability to type 60 wpm and operate office equipment such as calculators, photocopying/printers/faxes, and automated office systems.
  • Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
  • Ability to take and transcribe minutes. Ability to compose and edit correspondence and written materials using clear and concise business English.
  • Uses initiative, interpretation, and/or ingenuity to identify potential or actual problems, investigates causes and resolves problems.
  • Considerable interpersonal skills are required. Builds rapport and defuses tense situations with people who may be difficult or challenging. Actively listens, and probes for information to clarify requests.
  • Uses tact and discretion when discussing problems and eliciting sensitive or confidential information.
  • Provides interpretation of a routine to moderately complex nature. Handles pressure well (peak periods, multiple demands, deadlines and interruptions which moderately impact task completion ability).


All positions in the Department of Pediatrics at BC Children's Hospital require a Criminal Record Check (CRC). 


A pre-employment CRC is required as part of the recruitment process and any offer of employment is contingent pending positive results of the CRC.