Administrative Assistant 2, Indigenous Health, Bc
1 week ago
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 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
- Provide administrative support that respects confidentiality and ensure that administrative matters are organized and dealt with in a professional manner.
- Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinates meetings ensuring welldefined 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 inservices 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 Department using methods that can be easily accessible to assigned staff.
- 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 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.
What you bring
Education, Training and Experience
Skills & Knowledge
- 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.
- Ability to be discreet when handling human resource requests, timesheets and followup maintenance.
- Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
- Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
- Demonstrated ability to record and transcribe minutes of meetings.
- Ability to type 60 words per minute.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act
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 provincewide programs, services and operations offering vast opportunities for growth and development.
- Access to professional development opportunities through our inhouse 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 hea
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