Medical Secretary, Phsa Corporate, Vancouver Bc

2 weeks ago

Vancouver, British Columbia, Canada PHSA Full time

Medical Secretary

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.

Job Summary


Within the context of a client service culture and under general supervision, provides secretarial and clerical support to various Pathology & Laboratory staff by performing duties such as typing a variety of technical and non-technical material utilizing word processing and spreadsheet software and templates, drafting correspondence from verbal instruction and/or handwritten draft, filing and retrieving slides/blocks/reports, arranging meetings for medical staff, and making travel arrangements as required.


What you'll do

  • Provide secretarial support to team members of assigned area by typing a variety of technical and nontechnical material such as medical reports, policy and procedure updates, reference letters, oncall schedules, labels, correspondence, forms, and spreadsheets by methods such as receiving work requisition, completing item according to instruction and utilizing various word processing and spreadsheet software packages and templates to draft, format and provide graphic enhancement to material/spreadsheets, and forwarding material to originator within established departmental time frames.
  • Draft correspondence from verbal instruction and/or handwritten draft for review and signature by originator and/or compose and sign routine correspondence such as form letters when directed.
  • Arrange meetings for medical staff by methods such as booking appointments, locating and booking meeting rooms, arranging for audio/visual equipment, notifying applicable personnel and typing and circulating agenda(s) as required; attend meetings when designated by Supervisor to record proceedings, prepare minutes and forward to committee members in accordance with established format.
  • Set up and maintains filing systems for a variety of information such as policies and procedures, laboratory data, and minutes by setting up computerized/hard files, updating and creating directories, lists and computerized spreadsheets, alphabetically filing material in hard files and indexing material as appropriate; purge old files and backs up computerized files according to standard procedures. File slides, boxes, and requisitions as appropriate and retrieves slides, boxes, and reports according to established procedures. Organize slides and blocks for rounds as required.
  • Make travel arrangements for designated personnel by performing duties such as contacting travel agents, confirming travel dates, obtaining itineraries, compiling information and forwarding to designated staff for approval.
  • Identify supplies according to predetermined needs by checking stock, completing internal requisitions to order replacement items for supervisor's signature, verifying receipt of items and stocking shelves as required.
  • Photocopy, fax and distribute material such as reports for personnel within Pathology & Laboratory Medicine by receiving items for duplication and operating photocopying or facsimile machine as required.
  • Process incoming mail by performing duties such as opening and date stamping mail, forwarding to appropriate team members and preparing outgoing mail such as consults for pickup.
  • Perform other related duties as assigned.

What you bring
Education, Training and Experience

  • Grade 12 and two years' recent related experience or an equivalent combination of education, training and experience.
Skills and Knowledge

  • Ability to keyboard at 45 w.p.m.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to deal with others effectively.
  • Ability to organize work.
  • Ability to operate related equipment.
  • Physical ability to carry out the duties of the position.
  • 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 health & safety programs and holistic

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