Admin Assistant

Admin Assistant, BCEHS

BC Emergency Health Services

Nanaimo, BC

Are you efficient and organized, with strong attention to detail? Help our clinic run effectively, so our clinical staff can provide the best possible care to our patients and stakeholders.

What you'll do

• Facilitate effective triaging of correspondence, determining appropriate action and timely follow up as appropriate.
• Create documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
• 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.
• Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records.
• Respond to routine verbal and written inquiries from the public, government staff and other agencies.
• Update and/or assemble manuals; maintain administrative policy and procedures manuals.
• Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account.
• Maintain office supplies according to pre-determined re-order levels; arrange for maintenance and repair of equipment.
• Arrange conferences, including booking meeting locations, arranging logistics and catering.
• Coordinate legal processes, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, police agencies and coroner, and arranging for travel and reimbursement if necessary.
• Maintain contact, email distribution and phone lists.

What you bring

Qualifications

• Grade 12 graduation
• Graduation from a recognized secretarial program
• Three (3) years' recent, related experience or an equivalent combination of education, training and experience

Skills & Knowledge

• Keyboard at least 60 wpm
• Communicate effectively, both verbally and in writing.
• Deal with others effectively.
• Physically carry out the duties of the position.
• Organize work.
• Operate related equipment.
• 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.
• 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).
• 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: Regular, Full-Time
Wage: $30.54 / Hour
Location: Unit 1 - 5801 Turner Road, Nanaimo, BC V9T 6L8
Closing date: Applications accepted until position is filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 163133E

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

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.

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 April 12, 2024. 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.