Administrative Assistant, Senior Leaders, Phsa Corporate, Vancouver Bc

Administrative Assistant, Senior Leaders,

PHSA Corporate,

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 complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs/departments 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 manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas.

What You’ll Do

• Provide work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participate in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
• Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Provide project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects and the interpretation and application of policies and procedures. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
• Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinate 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. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Attend and act as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.
• 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 programs/departments using methods that can be easily accessible to assigned staff.
• Respond to verbal and written communication and liaise internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaise with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triages visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
• Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.
• Prepare and update various documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Develop, organize and maintain professional graphical presentations, including presentations given to groups outside of the organization. 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.
• Assist in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures 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.

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

• Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
• 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.).
• Ability to analyze and interpret guidelines.
• Ability to type 60 words per minute.
• 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 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.
• 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 work independently and make decisions to determine appropriate action to take in handling inquiries.
• 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.

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 and development.
• 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.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).

Job Type: Temporary Full-Time, End Date 11/28/24

Wage: $52,156.00-$68,455.00/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: 1333 West Broadway, Vancouver BC V6H 1G9

Hours of Work: 0800-1600, Mon - Fri

Requisition # 145541

What We Do

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 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.

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.