Administrative Assistant 2, Indigenous Health, Bc Children's And Women's, Vancouver Bc

Administrative Assistant 2, Indigenous Health

BC Children's and Women's,

Vancouver BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

The Administrative Assistant provides confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of the program/services including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate. The Administrative Assistant follows administrative policies and procedures and works independently with minimal direction to balance priorities and workflow. The Administrative Assistant interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the department/senior leader utilizing strong persuasion and communication abilities and the exchange of information. The Administrative Assistant determines courses of action from established alternatives to make decisions that will have a positive impact in the program/service and exercises initiative, judgment and problem-solving skills to complete confidential, time-sensitive work. Judgments affect the accuracy and acceptability of further processes or services in the organization.

What You’ll Do

• Prepare documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Utilize 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. Compile information into structured reports.
• Design and maintain 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 Department using methods that can be easily accessible to assigned staff.
• Maintain a consistently updated and accurate appointment schedule for the senior leader 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. Make catering, travel and accommodation arrangements. Attend meetings and in-services as required.
• Assist in budget development ensuring information is current and accurately compiled, monitor expenditures, ensure invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Complete purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
• Provide administrative support that respects confidentiality and ensure that administrative matters are organized and dealt with in a professional manner.
• Provide work direction and guidance to support staff as needed to ensure administrative needs of the area are met. Participate in the development and maintenance of administrative and clinical policies and helps to ensure all staff are aware of and adhere to policies and procedures.
• Provide project support, research information, track statistical data, and compile and analyze data involving new projects and the interpretation and application of policies and procedures. Complete and submit timekeeping records, vacation entitlements and responds to related queries from departments such as Finance, Payroll and Human Resources.

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 supporting senior level management.

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).
• Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
• Ability to type 60 words per minute.
• 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.
• 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.).
• Demonstrated ability to record and transcribe minutes of meetings.
• Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
• 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 work independently and make decisions to determine appropriate action to take in handling inquiries.

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.

• 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).
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• 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.
• Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job Type: Regular Part-Time

Wage: $52,156.00-$68,45.00/yr. The starting salary 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. Salary will be prorated accordingly for part time roles.

Location: 4500 Oak Street, Vancouver BC V6H 2N9

Hours of Work: 0830-1630

Requisition # 146748

What We Do

BC Women's Hospital and Health Centre is part of the Provincial Health Services Authority (PHSA). BC Women's Hospital & Health Centre (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education.

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.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA and BC Women's Hospital and Health Centre are 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.

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 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 [email protected] and a Help Desk Representative will contact you the next business day.