Administrative Support Clerk, Public Health- Surrey

Fraser Health is responsible for the delivery of hospital and community-based health services 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 nearly 45,000 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. Learn more .

We are currently looking to fill a Relief Full Time opportunity for a Administrative Support Clerk with Public Health located in Surrey, BC (Cloverdale). This relief role is available until December 31st, 2023 or until return of incumbent.

Come work with us!

Fraser Health is proudly recognized as a BC Top Employer . Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including four weeks of vacation to start, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.

Effective October 26, 2021 all staff for all positions across health care in British Columbia are required to be fully vaccinated against COVID-19 (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 there are no exceptions.

Fraser Health values diversity in the work force and strives to maintain an environment of Respect, Caring and Trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable, and culturally safe manner.

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Detailed Overview

Under the general supervision of the Public Health Administrative Supervisor performs a variety of administrative support functions such as providing reception services, typing technical and non-technical material utilizing wordprocessing software, setting-up and maintaining filing system, processing incoming and outgoing mail, faxes, reports/records, and courier documents, maintaining levels of stationery and office supplies, arranging meetings/special functions, operating office equipment, assisting with the intake of clients, and performing general timekeeping functions as required.

Responsibilities

• Types technical and non-technical material such as correspondence, reports, and documents utilizing various word processing software and computerized systems by performing functions such as inputting data and client information, maintaining registers, and typing from handwritten draft or general instruction. Prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the client/family and/or members of the public.
• Sets up and maintains the filing system for a variety of records such as correspondence, reports, minutes, directories, and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials, and filing.
• Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries, and providing information of a general nature. Receives visitors and refers to appropriate areas. Contacts other health departments/organizations to obtain information as required.
• Assists with client intake by performing functions such as scheduling and confirming client appointments, obtaining client information, completing required documentation, and maintaining waiting lists.
• Maintains levels of stationery, office supplies, and resources according to pre-determined levels by photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
• Performs other related duties as required.
• Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes as required.
• Performs general timekeeping functions by gathering hours worked, coding hours into payroll system, and forwarding to payroll upon approval as required. Reviews verification reports, identifies discrepancies, and answers inquiries from staff as required in designated areas.
• Processes incoming and outgoing mail, faxes, reports/records, and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup utilizing a postage meter as required. Signs for receipt of packages and shipments.
• Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to supervisor.

Qualifications

Education and Experience

Grade 12 and graduation from an approved Office Administration Certificate program plus 1 year's recent related experience or an equivalent combination of education, training and experience.

Skills And Abilities

• Demonstrated ability to deal effectively with others.
• Working knowledge of general office practice and procedures and their application.
• Demonstrated ability to use applicable computer equipment and software.
• Demonstrated ability to type 40 wpm.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated effective interpersonal skills.
• Demonstrated ability to operate related equipment.
• Demonstrated ability to take initiative.
• Demonstrated ability to communicate effectively both verbally and in writing in English.
• Demonstrated ability to problem solve, make decisions and exercise sound judgment.
• Physical ability to perform the duties of the position.
• Demonstrated ability to deal effectively with others in conflict situations.
• Demonstrated ability to organize work and establish workload priorities in collaboration with others.
• Working knowledge of relevant acts, regulations, programs, policies and procedures.