Administrative Service Line Support, Central Administration - BC Centre for Disease Control

Administrative Service Line Support, Central Administration
BC Centre for Disease Control
Vancouver, BC

What you’ll do

• Perform administrative service line support functions by methods such as screening and prioritizing incoming materials, performs data entry functions and general word processing duties such as inputting client information into relevant computerized systems, maintaining relevant registers, assigning file numbers updating manuals, and preparing medical, legal, and other reports, charts, tables, letters, presentation material and newsletters from rough draft and general instruction typing designated material from dictation tapes and/or a computerized dictation system and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases. Ensures that turnaround times and commitments area met. Distribute documents and files as requested.
• Assist with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, and summarizing information for physician and health care providers. Ensure required forms have been completed on active and preventative treatment clients once all information is complete, confirms clients for services, sends out appointment reminders, and establishes and maintains clinic flow.
• Provide nominal and non-nominal statistical information regarding active and preventative treatment clients when requested by approved outside individuals, agencies, and organizations under the appropriate Freedom of Information policy. Perform record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed and conducting file searches for requested information. Reply to routine correspondence and formulates a reply to others.
• Provide input into the development and revision of policies and procedures and makes revisions to policies and standards for the Service Line as directed by supervisor, and then assists with the development and implementation of work methods and procedures specific to assigned job duties.
• Arrange meetings as directed, books meeting rooms, approved travel and types and circulates notices and agendas. Transcribe and distributes notes and minutes of meetings.
• Receive sorts and distributes incoming and outgoing mail, faxes, internal correspondence, and courier documents. Sign for receipt of packages and shipments.
• Operate office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges. Refer further maintenance required to appropriate person.
• Answer general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, staff, and the public, and provide direction and/or general information about programs and policies. Refer problems to appropriate person or escalates to supervisor.

What you bring

• Grade 12, graduation from a recognized secretarial program
• Four (4) years recent related experience, or an equivalent combination of education, training and experience.

You will also have:

• Understanding of department terminology such as medical, scientific, research or information technology.
• Ability to type 60 WPM.
• Computer literacy with software programs such as MS Word, PowerPoint and Excel, MS Access, html, web research and Netscape package. MS Project is desirable.
• Requires demonstrated problem solving skills, sound judgment, organizational skills and strong interpersonal skills.
• Ability to interact with BCCDC staff, university faculty, health officials, contractors and the general public. Effective oral and written communication skills in the English language.
• A high degree of accuracy, attention to detail and capable of independent error checking.

• 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).
• 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 (1.00 FTE)
Wage: $28.80 to $30.53 per hour
Location: 655 West 12th Avenue, Vancouver, BC, V5Z 4R4
Applications will be accepted until position is filled.
Hours of Work: Monday to Friday; 0830-1630

Requisition # 160997E

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 BC Centre for Disease Control (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

BCCDC is part of the Provincial Health Services Authority (PHSA).

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 BCCDC 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.

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 March 5, 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.