Administrative Assistant - Vancouver, Canada - PHSA

PHSA

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Administrative Assistant

NICU
Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Program Director or designate, the Administrative Assistant provides confidential administrative and secretarial support to the program area.

The Administrative Assistant manages the day-to-day activities of the Program Director's office as required, including appointment and meeting coordination and the preparation and processing of documents and information.

In addition, the Administrative Assistant is responsible for ensuring day-to-day maintenance and upkeep of the facility.

Office related duties include the development and maintenance of all office support systems, collecting data, performing financial duties and maintaining supplies and resources.

What you'll do

Maintains the Program Director's and/or Program Manager's appointment schedule and time commitments through methods such as receiving appointment requests, inquiries and/or meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts and provides a response and/or forwards to the appropriate staff for reply.
Produces a variety of documents including correspondence, memos, minutes and meeting agendas from handwritten copy and/or Dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopies, collates, and distributes documentation such as correspondence and reports.
Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing paper, electronic and voice mail. Liaises with external organizations on behalf of the program to respond to and/or share information and ensures follow up by relevant personnel on emergent issues.
Participates in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking followup action such as drafting correspondence for the Program Director's signature, ascertaining status of item/issue and investigating designated items.
Assists in budget development and monitors expenditures. Authorizes expense reimbursements and invoices up to a predetermined limit.
Prepares and submits employee time records to Payroll for the Program Director and Program Manager. Investigates and responds to timekeeping inquiries and corrects discrepancies.
Maintains an inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase requisitions for approval, forwarding to Purchasing for processing and receiving supplies. Ensures invoices are authorized for payment and submitted for payment.

What you bring

Qualifications:

A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus four (4) years recent related experience, including at least one (1) year of experience at a senior level.
Ability to work independently and resolve administrative issues/problems. 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. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute. Demonstrated physical ability to carry out the duties of the position.

Skills & Knowledge

Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act

What we bring
Every PHSA employee enables the best poss