Program Secretary, BCW

Job title: Program Secretary, BCW

Job description: Program Secretary, BCW

Children’s & Women’s Health Center

Vancouver, BC

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Program Secretary performs secretarial and administrative duties for the Program Manager and other program staff. Duties including scheduling meetings, typing a variety of material, filing, responding to telephone enquiries, arranging meetings, screening incoming materials prioritizing items for the Program Manager and Program staff, and performing timekeeping and payroll duties.

What you’ll do

• Types a variety of documents such as correspondence, memos, forms, reports by utilizing a variety of software programs for the Program Manager and staff. Drafts routine items for signature as required.
• Schedules appointments and meetings for the Program Manager and Program staff by performing duties such as booking meeting rooms; arranging equipment such as overheads; typing, assembling and distributing information such as agenda, notices, correspondence, reports and subject files in preparation for meetings; recording, transcribing, and distributing minutes of meetings and takes follow up action when appropriate; and resolving scheduling conflicts by determining urgency of meeting requests.
• Performs secretarial duties such as screening incoming materials, prioritizing items for the attention of the Program Manager, responding to inquiries by drafting correspondence or referring to the appropriate area. Receives and distributes incoming mail and processes all outgoing mail as required.
• Performs receptionist duties such as answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Program Manager and other program staff.
• Compiles, organizes, and maintains a manual of operating procedures for clerical staff.
• Sets up and maintains filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material.
• Arranges for servicing and maintenance of equipment, appliances, furniture and facilitates housekeeping and key requests.
• Completes and submits payroll by maintaining timekeeping records for staff and submitting to payroll; receives and processes requests such as vacation, leave of absence, hires and terminations by preparing appropriate documentation, and forwarding to appropriate authority for approval.
• Completes reimbursement requests and sends to PHSA Finance.
• Maintains office supplies by monitoring inventory and ordering supplies up to pre-authorized limits when required and using appropriate software programs.
• Performs other related duties as assigned.

What you bring

Qualifications

• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years’ recent related experience or an equivalent combination of education, training and experience.
• Ability to keyboard 60 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• 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 (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.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• 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: Regular, Part-time

Wage: $29.64 / Hour

Location: 4500 Oak St, Vancouver, BC V6H 3N1

Closing date: Applications accepted until position is filled

Hours of Work: 0800-1600 (Monday to Thursday)

Requisition # 151584E

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 ( ) 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.

Learn more about PHSA and our programs:

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.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of September 8, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.

Labor Agreement Facilities Subsector

Requisition # 151584E-2404619

Work Site 4500 Oak Street, Vancouver

Job Type Regular, Part-Time

Salary/Rate $29.64 / Hour

FTE .80

Hours of Work 0800-1600

Work Days Mon, Tue, Wed, Thu

Expiry Date 30-Sep-2023

Click Here to Apply

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