Senior Administrative Assistant

This position is part of PHSA Talent on Demand – an in-house recruitment service providing talent to PHSA and other health authorities. We manage a robust talent pool of service-minded professionals who are available to start work immediately. Talent on Demand creates a gateway for those who wish to achieve their career goals. Successful candidates will gain significant health care experience and can transition into long-term, permanent roles within PHSA. For more information, visit talentondemand@phsa.ca. 

Administrative Assistant 2

Talent On Demand

Vancouver, BC

Are you an organised person with strong communication and problem solving skills? The Administrative Assistant 2 provides confidential administrative and secretarial support to the designated Senior Leader and assists with the activities of the program/service.

What you’ll do

• Provide administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Produce timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enter and collect data, and compiles relevant statistical information into structured reports.
• Maintain a consistently updated and accurate appointment schedule for the Senior Leader and others as required by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation. Make catering, travel and accommodation arrangements.  Attends meetings and in-services as required.
• Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the program/service using methods that can be easily accessible to assigned staff.
• Assist with human resources and financial actions for the department by completing and submitting relevant documentation/records and following up on issues with appropriate department(s) as required

What you bring

Education, Training and Experience

A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.

Skills & Knowledge

• 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 at the senior management 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
• 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, 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.
• 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: Casual Full-time (37.5 hours per week)

Location: Vancouver, BC - hybrid

Salary:$27.00 - $35.00/hour - as a casual employee, total earnings includes an additional 13% in lieu of benefits and paid time off. The rate 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

Hours of Work: 08:30-16:30

Requisition # TOD081524

What we do

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 is 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.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments’ unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.