Office Coordinator

Salary

The salary range for this position is CAD $28.80 - $30.53 / hour
Job Summary

Curious to learn what it’s like to work here? Connect with us

We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust.

Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields. Fraser Health offers opportunities for career growth and advancement and competitive benefits, including but not limited, to:

• Four weeks of vacation to start
• Comprehensive 100% employer paid benefits
• Immediate enrollment in a defined municipal pension plan
• 87% maternity top-up
• 50% subsidy on Translink passes

Take the next step and apply so we can continue the conversation with you.

Fraser Health: Together, we are the heart of health care

Detailed Overview

Reporting to the Manager or designate, performs a variety of administrative support functions for assigned program area such as providing input into the development and evaluation of programs, policies, procedures and standards, processing and tracking contracts and monitoring expenditure; performs word processing duties, compiles information and prepares reports; supervises assigned administrative support staff; participates in performance management, recruitment and selection, attendance management, discipline and training. Liaises with a variety of internal and external individuals, departments and organizations.
Responsibilities

1. Supervises designated staff by performing duties such as assigning work, determining work priorities and allocating work accordingly; monitors performance and provides feedback to staff; prepares and/or participates in performance appraisals in conjunction with the Manager; orients new staff and determines training requirements.
2. Performs payroll functions as required such as maintaining time keeping and attendance records, reviewing timesheets for accuracy, entering data into computerized payroll systems, verifying input data, distributing paycheque/stub to employees and investigating and responding to employee inquiries related to payroll.
3. Maintains administrative and/or program staff work schedules as required including scheduling and monitoring leaves for administrative staff, coordinating vacation schedules, pre-approving and tracking extended leave requests, and monitoring leave entitlements. Resolves staffing problems as required, including calling in administrative and/or program staff to ensure appropriate staffing levels. Gathers, compiles and/or prepares reports on administrative and/or program staffing information for the Manager; follows up on attendance management issues with the Manager.
4. Assists in the recruitment and selection of administrative staff by performing duties such as reviewing applications, providing input into the development of interview questions, and participating on interview panels; provides feedback to Manager regarding selection decisions. Prepares, tracks and maintains forms related to administrative and/or program staffing changes, new hires and postings.
5. Prepares purchase orders and/or requisitions for office supplies and equipment and forwards for approval; verifies codes and calculations, tracks invoices, follows up on discrepancies, and contacts others for correction of errors. Investigates invoice anomalies and damaged shipments as required. Maintains a petty cash fund.
6. Provides Program Manager with day-to-day financial information with regards to program and supply costs for the purpose of monitoring expenditures against budget allocations; prepares related reports as requested by the Manager.
7. Provides support to the Manager in processing and tracking of contracts. Provides and/or obtains general information to/from contractors and Finance Department. Provides Manager with up-to-date files on all contracted services held within the office; forwards financial statements provided by all funded Agencies. Tracks progress of contracts and amendments through the signing process and routing them to the appropriate authorities.
8. Provides administrative/clerical support to the program by performing duties such as developing and maintaining record keeping/filing systems, screening and prioritizing incoming mail, managing schedules, arranging meetings, taking minutes, composing correspondence and coordinating services according to priorities.
9. Performs word processing duties such as inputting client information, maintaining relevant registers, updating manuals, and preparing medical, legal and other reports, charts, tables, letters, presentation material, and newsletters from rough draft, general instruction, and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases. Proofreads documents as required. Researches and compiles information to produce a variety of statistical or general reports as required.
10. Provides input into the development, maintenance and evaluation of office and clerical support work processes, methods and procedures. Identifies quality improvement activities within the office, makes recommendations to the Manager and implements changes. Provides advice and guidance to department staff on administrative policies and procedures.
11. Monitors maintenance of the facility and its equipment by consulting with users regarding requirements, contacting suppliers to obtain information such as price, source of supply, delivery date, and informing user departments. Researches solutions and provides input to the Manager. Arranges for on-going building maintenance and repairs as required. Maintains building security by monitoring key distribution/ access cards; ensures staff and outside agencies are aware of alarm system and security procedures.
12. Liaises with computer technical support services to ensure timely servicing of computer equipment; provides informal training to department staff on the use of equipment and software and acts as a resource.
13. Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff, maintains related records.
14. Answers inquiries and addresses issues by telephone and in person from a variety of sources such as clients, doctors' offices, the Workers' Compensation Board, staff, and the public.
15. Participates in meetings or on committees on behalf of the program, Manager and/or unit as scheduled or as required by the Manager.
16. Performs duties associated with First Aide Attendant - level 1 certification as required.
17. Performs other related duties as required.

Qualifications

Education and Experience

Grade 12, plus successful completion of an Administrative Assistant Program plus 3 years' recent related experience including 1 year supervisory experience or an equivalent combination of education, training and experience. Valid BC Drivers License and access to a personal vehicle for work purposes.

Skills and Abilities

• Demonstrated ability to communicate effectively both verbally and in writing.
• Demonstrated ability to deal effectively with others.
• Demonstrated ability to problem-solve, make decisions and exercise sound judgment.
• Demonstrated ability to take initiative.
• Demonstrated ability to provide supervision, leadership and work direction.
• Demonstrated ability to plan, organize and prioritize work.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated ability to type 50 wpm.
• Demonstrated ability to use applicable computer equipment and software at an intermediate level.
• Working knowledge of applicable components of relevant collective agreements.
• Comprehensive knowledge of general office practice and procedures and their application.
• Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
• Knowledge of medical terminology.
• Physical ability to perform the duties of the position.
• Demonstrated ability to operate related equipment.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive 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.

Together, we are the heart of health care.

Instagram | Facebook | LinkedIn | X | Indeed | Glassdoor

IMPORTANT: Recruitment scam warning

Please be on alert for potential recruitment scams. We are aware of recent scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment at any point during our recruitment process.

---