Senior Administrative Coordinator
Vancouver, British Columbia, Canada
1d ago
source : Provincial Health Services Authority

Administrative Assistant

Vancouver , BC

Are you looking for an administrative role where you can provide confidential administrative and secretarial support to designated Leader(s)?

Help make a difference in healthcare by managing the day-to-day administrative operations and ensuring accurate and timely delivery of administrative services to senior Leaders of PHSA

What you’ll do

  • Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
  • Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports.
  • Enters and collects data, and compiles relevant statistical information into structured reports.

  • Maintains a consistently updated and accurate appointment schedule for the Senior Leader and others as required by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts.
  • 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.

  • Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the program / service using methods that can be easily accessible to assigned staff.
  • Assists with human resources and financial actions for the department by completing and submitting relevant documentation / records and following up on issues with appropriate department(s) as required.
  • What you bring

  • 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 supporting senior level management.
  • Demonstrated ability to work both independently and collaboratively, resolve administrative issues / problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
  • Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level.
  • 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 professionally, courteously, and in a clear manner.
  • Demonstrated interpersonal and time management skills.

  • Demonstrated ability to record and transcribe minutes of meetings. Ability to type 50 w.p.m.
  • What’s in it for you

    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 and development.
  • Access to more than 2,000 in-house training programs.
  • Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
  • Job type Temporary, Full Time

    Location - Vancouver

    Hours of work Monday to Friday, 7.5 hours in a day

    Reference number TOD01242020

    What we do

    This position is part of PHSA Talent on Demand an in-house recruitment service providing talent to PHSA and other healthcare 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 healthcare experience and can transition into long-term, permanent roles within PHSA.

    For more information : talentondemand

    PHSA plans, coordinates 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 : / programs-and-services .

    PHSA is committed to employment equity and hires on the basis of merit, 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, backgrounds and experiences, and value a safe, inclusive and welcoming environment.

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