Administrative Assistant 2

Location

Vancouver, BC | Canada

Job description

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 **************@phsa.ca.

Senior Administrative Assistant

Talent On Demand

Vancouver, BC - Hybrid

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

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

What you’ll do

• Effectively triages correspondence and incoming materials by screening and prioritizing items for immediate attention and determining appropriate follow up actions. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. 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.
• Maintains a consistently updated and accurate appointment schedule for the Corporate Director and Provincial Lead and others as required. Coordinates 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. Makes catering, travel and accommodation arrangements. Attends meetings and in-services as required.
• Manages the Program Volunteer Network; implements a system to recruit volunteers, communicates with volunteers throughout the process of application, documents and monitors the completion of training, develops and distributes flyers regarding education and training sessions. Coordinates the logistics for training and education workshops/conferences, produces support materials and tracks costs/expenses for these events.
• Prepares and updates documents including reports, correspondence, presentation materials, spreadsheets, meeting minutes, databases, website materials, etc. in an accurate and timely manner. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compiles information into structured reports.
• Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit. Develops an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner.

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.

Skills & Knowledge

Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature. Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities. Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries. Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level. Demonstrated ability to record and transcribe minutes of meetings. Ability to type 60 words per minute.

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:$29.00 - $39.00/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 # TOD030424

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.

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.

Privacy Policy

Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate

Your contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information.

The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously

To view the third party vendor privacy policy please refer

Your information is protected using technical and administrative security measures to reduce the risks of loss, misuse, unauthorized access, disclosure and alteration. Some of the safeguards used are firewalls, intrusion detection, physical access controls to our data centres, and information access authorization controls

Personal information will be used by authorized staff only to fulfil the purpose for which it was originally collected or for a use consistent with that purpose. We do not disclose your personal information to other public bodies, third parties or individuals except as required or authorized by law or with your consent. View our PHSA Privacy Policy for more information

If you have any questions about the management of your personal information during the recruitment process, please contact the Talent Acquisition team at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at *******@phsa.ca

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