Administrative Assistant, Executive Director/Executive Medical Director

The salary range for this position is CAD $28.44 - $37.33 / hour

Why Fraser Health?

We invite you to apply today and find out why more than 95% of new employees recommend Fraser Health to their friends as an exceptional place to work. A 2022 BC Top Employer, we value diversity in the workforce and seek to maintain an environment of Respect, Caring & Trust.

Partner with the Executive Directors, Professional Practice , Emergency Preparedness & Planetary Health at Fraser Health!

There is now a Full Time vacanc y for a superstar Administrative Assistant to partner with two of our Executive Director s at our Central City office located in Surrey, B.C.

In this role, you will be responsible for supporting the day-to-day operations of dynamic and fast-paced portfolios while maintaining an excellent client service experience for all that you connect with on the job. Some of the accountabilities include: keeping the teams administratively organized, planning and completing small projects and process improvements, scheduling and preparing for meetings and events, ensuring appropriate document and tracking tools are in place, and exercising high levels of professional judgement and discretion.

Professional Practice is a department that leads people through partnership toward best practice and compassionate experiences. The team includes the portfolios of Nurse Practitioners, Professional Practice and Development and Patient Experience. The Emergency Preparedness & Planetary Health programs are relatively new in this structure to Fraser Health. Respectively, they aim to strengthen our readiness for emergency events as well as enable our people to take action to improve the health of our planet and communities. The Executive Directors are looking to enhance a culture of service excellence, high quality work, authenticity, and fun while supporting the team, to ensure that ultimately, the best care is delivered to our communities. Come join the team!

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional, ancestral and unceded territories of the Coast Salish and Nlaka’pamux Nations, and is home to six Métis Chartered Communities. Our team of 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

Effective October 26th 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

Curious to learn what it’s like to work here? Like us on Facebook (@fraserhealthcareers), follow us on Twitter & Instagram (@FHCareer), or connect with us on LinkedIn (fraserhealthcareers) for first-hand employee insights.

Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families:

Provides varied administrative and secretarial support under limited direction to the Executive Director by performing duties such as drafting routine and non-routine correspondence, generating complex and detailed reports and presentations, responding to a variety of sensitive internal and external inquiries, managing shifting appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.

Acts as an administrative link between the Executive Director, hospitals, communities, leadership, outside agencies and the public.

Responsibilities

• Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
• Researches, organizes, and summarizes support materials. Independently generates complex and detailed reports and presentations.
• Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems and databases, indexing files and materials to be filed, and conducting file searches for requested information.
• Arranges meetings as directed. Books and sets up meetings rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting. Conducts or ensures follow-up on action items from meeting.
• Provides varied administrative and secretarial support by drafting routine and non-routine correspondence and transcribing and typing correspondence, reports, presentations, and memoranda.
• Coordinates the work flow within the assigned area. Receives, reviews, prioritizes and processes confidential and sensitive information of varying complexity. Follows-up with Directors and others in the organization to obtain information. Prepares response for resolve on issues; advises Executive Director or Executive Medical Director of status and outcome.
• Responds to a variety of sensitive internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual. Provides status of issue to the Executive Director or the Executive Medical Director.
• Manages shifting appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues.
• Assists in the review and monitoring of expenditures for multiple budget reports; reviews financial status, investigates variances and provides status to the Executive Director or Executive Medical Director.

Qualifications

Education and Experience

Grade 12 plus graduation from a recognized administrative or secretarial program plus five (5) years' recent related experience in a large complex business or health care environment or an equivalent combination of education, training, and experience.

Competencies

Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities:

• Ability to type 55 w.p.m.
• Physical ability to perform the duties of the position.
• Ability to deal effectively with others.
• Ability to operate related equipment.
• Ability to operate a computer using a variety of desktop technology and other standard office equipment. Proficiency with all Microsoft Office applications at an advanced level.
• Ability to work independently and manage multiple and rapidly changing priorities.