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Program Secretary, Oncology

3 months ago

Vancouver, British Columbia, Canada PHSA Full time

Program Secretary, Oncology
BC Children's Hospital

Vancouver, BC

What you'll do

  • Organize work and improve workflow to meet clerical and support needs of the designated areas. Identify inconsistencies in procedures and recommends changes, organize standard operating procedures, draft departmental procedures or revisions and distribute for approval.
  • Type a variety of documents such as correspondence, memos, forms, reports by utilizing a variety of software programs for the Manager and staff. Draft routine items for signature as required.
  • Make suggestions and recommendations to develop procedures, organize work and improve workflow to meet clerical and support needs of the designated areas. Identify inconsistencies in procedures and recommends changes, drafts departmental procedures or revisions and distributes for approval.
  • Perform secretarial duties such as screening incoming materials, prioritizing items for the attention of the Manager or designate, responding to inquiries by drafting correspondence or referring to the appropriate area. Receive and distribute incoming mail and process all outgoing mail as required.
  • Perform receptionist duties such as answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Manager or designate and other program staff.
  • Set up and maintain filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material.
  • Arrange for servicing and maintenance of equipment, appliances, furniture and facilitates housekeeping and key requests.
  • Maintain timekeeping records for staff and submits to payroll. Receive and process requests such as vacation, leave of absence, hires and terminations by preparing appropriate documentation, and forwarding to the Manager for approval.
  • Prepare and submit expense claims by ensuring invoices are coded to correct cost centre and authorized for payment by the Manager. Submit check requisitions for reimbursements and expenditures to PHSA Finance.
  • Compile and maintain a variety of statistical information for analysis and generate reports.
  • Maintain office supplies by monitoring inventory and ordering supplies up to preauthorized limits when required and using appropriate software programs.
  • Make travel and hotel arrangements and reservations by performing duties such as confirming dates, contacting travel agencies and obtaining itineraries.
  • Perform other related duties as assigned.

What you bring

Qualifications:

  • Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years' recent related experience or an equivalent combination of education, training and experience.
You will also have

  • Ability to keyboard 60 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
  • Knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and antiracism and accompanying reports (BC DRIPA, TRC, etc.).

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, development, and recognition programs that honour the commitment and contribution of all employees.
  • 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 wellness resources.
  • Annual statutory holidays (13) with generous vacation entitlement and accruement.
  • PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
  • Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type:
Regular,