Secretary Cardiac Services - Vancouver, Canada - Providence Healthcare

Providence Healthcare

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Article Flag:

Mandatory Vaccination Please Note:

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19.

Proof of vaccination status will be required.

Summary:

Reporting to the Program Director, and receiving work direction from the Physician Program Director, the Secretary performs a variety of administrative functions in support of the Heart Centre, including the Operations Leaders and general program support.

Utilizes computerized word processing, database, spreadsheet and graphics programs to produce confidential correspondence and other communications, to input and organize data, display results and prepare overheads.

Processes and disseminates confidential information including medical-legal and human resources related correspondence. Works with other staff to ensure coverage in designated areas and to assist with priority organizational projects.

Qualifications / Skills and Education:
Education

Completion of a recognized secretarial program, plus 3-5 years' of related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

Ability to handle multiple complex and competing priorities. Effective interpersonal skills and ability to maintain harmonious working relationships with others. Ability to communicate effectively both verbally and in writing. Ability to set priorities and meet deadlines. Ability to work independently.
Ability to keyboard at 60 WPM. Ability to take and transcribe minutes of meetings.

Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office, Microsoft Access and maintain related databases, Visio, Pagemaker, Outlook/MS Exchange & Schedule +, Internet and other Windows software packages such as Microsoft Word, Excel and PowerPoint.

Working knowledge of sessional and MSP billing systems. Working knowledge of basic bookkeeping / accounting procedures and concepts.

Duties and Responsibilities:

Utilizes computerized word processing, database, spreadsheet and graphic software programs to produce a variety of reports/correspondence, presentation materials for Program meetings and seminars, brochures/newsletters; develops and maintains spreadsheet and database software to record, analyze and display data.

Utilizes business diagram software to prepare program work diagrams, flow charts, project plans and organizational charts.

Provides support to the site by assisting with designated functions such as distributing general notices, and forwarding public inquiries/concerns to appropriate department.

Schedules and prioritizes meetings and appointments and/or seminars, prepares and distributes agendas, makes travel arrangements, books meeting rooms and arranges catering, any media services required, records minutes, and ensures that all handout materials and other supplies are available; takes follow-up action as designated.

Sets up equipment as required and finalizes minutes.

Develops and maintains filing systems for the Heart Centre, including compiling, collating, calculating and preparation of information for reports, briefs, and projects as required, both in hard copy and electronically to ensure access and timely retrieval of information.

Maintains financial records for the Heart Centre Staff Education Fund, and receives and processes staff funding requests for conference attendance.

Assesses material and supplies needs, and orders as required. Processes all sessional fees for designated physicians.

Processes cheque requests and invoices for both Director and Leader program expenditures.

Supports project specific project teams and, if required, creates statistical reports and/or supporting documents.

Assists in the capital equipment and planning process for the Heart Centre by gathering capital requests and preparing the requisitions as required.

Assists with minor capital renovation processes as required by liaising with planning and redevelopment leaders, and preparing specific documentation.

Liaises with Foundations to ensure funds are appropriately received and accessed.

Coordinates education days for the Heart Centre, creates brochures, arranges meeting rooms, schedules staff, and receives registration fees.