Administrative Assistant – Finance and Health Informatics

Job title: Administrative Assistant – Finance and Health Informatics

Job description: 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 Executive Assistant to the CFO and VP Corporate Development, the Administrative Assistant is a shared administrative resource, performing a variety of confidential administrative and secretarial support functions for Finance and Health Informatics. This position coordinates daily office activities and provides support to the Executive Directors and their respective teams as required. Uses a variety of software applications to produce reports, maintain databases and develop presentation materials. Schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence. Responds to enquiries from internal and external sources as appropriate. Supports the preparation of financial and statistical documentation. Performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email. Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects.

Skills • Demonstrated organizational skills to effectively prioritize workload and meet deadlines.

• Demonstrated ability to manage multiple complex and competing priorities.
• Demonstrated ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
• Demonstrated ability to communicate effectively both orally and in writing.
• Demonstrated ability to handle confidential information with tact and discretion.
• Demonstrated ability to problem-solve and develop solutions.
• Demonstrated ability to work with minimal supervision.
• Effective interpersonal skills and the ability to maintain effective working relationships.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Ability to keyboard at 50 WPM.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g. Excel, Access, PowerPoint, Outlook), related databases and the Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
• Demonstrated ability to use related equipment.
• Physical ability to perform the duties of the position.

Education High School Diploma, completion of a recognized secretarial program and three (3) to five (5) years recent, related experience supporting management staff, or equivalent combination of education, training and experience. Previous experience working in a health care setting is an asset.

Duties 1. Produces a variety of reports, correspondence, brochures, notices, schedules and presentation materials for meetings and seminars using word processing, spreadsheet and graphic software. Develops and maintains spreadsheet and database files to record, retrieve, analyze and display data. Prepare flow charts, project plans, organizational charts and other material using business diagram software.

2. Schedules, prioritizes and organizes meetings and seminars. Considers nature of request and resolves time conflicts. Invites and confirms attendance of guests, assists with room/virtual bookings and set-up, co-ordinates video or telephone conferencing, arranges for necessary equipment, supplies and catering; prepares and distributes agendas, attends and records proceedings which may include topics of a confidential or sensitive nature and takes follow up action as required.

3. Handles day-to-day correspondence including processing confidential mail and email, files, photocopies and faxes. Identifies, prioritizes and takes follow up action on items by responding to verbal and written communication and liaising internally and externally to respond to, share information, clarify details, and ensure follow up by personnel on emergent issues in accordance with established practice/procedures or forwards to appropriate leader.

4. Supports the Executive Directors, or designate, by maintaining and tracking various personnel transactions and records and completed documentation related to recruitment, selection, and performance management, confidentiality issues and/or workplace health and safety activities. Follows up with Finance and Corporate Services teams, other internal departments such as Human Resources, Clinical Operations and Risk Management, as well as other Health Organizations and shared services to BC health care, as required. Assists with setting up and coordinating of interviews of candidates for position vacancies. Assists with items such as new hire/staff/student orientation, identification documents and computer set up requirements as needed.

5. Attends a variety of committee and departmental meetings to provide secretarial support and/or provide information including typing and circulating agendas, recording proceedings, transcribing minutes and reports and taking follow up action as required.

6. Performs a variety of receptionist/clerical duties such as greeting and directing visitors, answering general inquiries, answering the telephone, receiving and relaying messages, and forwarding internal, other health organization and public inquiries/concerns appropriately. Updates and maintains filing systems, both electronic and hard copy to ensure access and timely retrieval of information.

7. Provides administrative support to project teams, and if required, prepares financial and statistical reports and/or supporting documents/research materials.

8. Maintains equipment and office supplies according to department needs and budget, by identifying depleting items, completing internal or external requisitions, checking and verifying receipt of items as ordered. Contacts maintenance and building management in response to issues (e.g. repairs, security access) as required.

9. Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.

10. May be required to maintain and update various Internet/Intranet pages or assist with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents.

11. Processes cheque requests and invoices for expenditures, collects and deposits funds and maintains banking records and reports as needed. Assists with the compilation and preparation of budget-related documentation.

12. Makes travel arrangements and reservations including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries.

13. Produces and edits timekeeping records and submits to payroll if required; liaises with payroll regarding employee inquiries and makes adjustments as required.

14. May be required to assist with the scheduling/placement of students by performing duties such as liaising with academic institutions, students and program areas to coordinate placement, answer inquiries and process documentation.

15. Works collaboratively with other support staff and provides coverage as needed.

16. Performs other related duties as assigned.

Employees of Providence Health Care receive an excellent and comprehensive health , as per their collective agreement or terms and conditions of employment.
*Other benefit packages may apply if this is an affiliate posting.

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