Administrative Assistant

4 weeks ago

Surrey, British Columbia, Canada Fraser Health Authority Full time
Salary range

The salary range for this position is CAD $ $32.50 / hour
Why Fraser Health?

Bring your proven planning and teamwork skills to this exciting opportunity as an Administrative Assistant to the Communications and Public Affairs team. This is a relief full-time position based at Central City in Surrey. Position end date approximately June 10, 2025.

Reporting jointly to the Directors, in this role you will provide dynamic administrative and clerical support by performing duties such as drafting correspondence, generating complex and detailed reports and presentations, responding to a variety of sensitive internal and external inquiries, managing shifting appointment calendars, coordinating work flows and developing and implementing new work methods and procedures.

We are looking for a bright, self-starting, team-player with an eye for detail. You are able to juggle numerous tasks in a busy environment and conduct business in a professional manner. You like helping people and you display excellent communication skills. Hopefully you like to have a little fun, too.

You will take a meticulous, hands-on approach to deliver high-quality and precise work. A focused approach is needed to complete routine day-to-day tasks and handle changing calendars, priorities, and timelines. You will carry a high level of integrity, discretion and confidentiality.

Position Highlights:

Bring your resourcefulness and effective organization skills to a role where you can really make a difference. As an Administrative Assistant, you will provide support working in a team environment.

Your specific duties will include:

  • Providing confidential administrative support to the Directors of Communications and Public Affairs (2).
  • Independently researching, organizing and summarizing support materials.
  • Identifying issues, developing solutions and implements changes.
  • Receiving, reviewing, prioritizing and processing confidential and sensitive information of varying complexity.
  • Forwarding emails, correspondence or enquiries to appropriate individuals. Maintaining follow-up for status of action.
  • Following up with Directors and others in the organization to obtain information and preparing response to resolve issues.
  • Assisting in the review of expenditures for multiple budget reports. Investigating variances and providing status updates.
  • Booking and setting up meetings rooms, preparing meeting agenda, organizing meeting materials and preparing meeting minutes.
  • Performing record management duties and conducting file searches for requested information.

Come work with us

Detailed Overview

Supports the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families.

The Administrative Assistant provides confidential secretarial and administrative support to the Director and project team by coordinating workflow for the assigned area, developing and implementing office policies and procedures, composing routine and non-routine correspondence, formatting complex documents in a variety of software programs, arranging meetings, creating spreadsheets for statistical and database purposes, setting up and maintaining files, preparing and maintaining timekeeping records and project expense tracking, and answering a variety of inquiries by telephone, email, and in person. Attends meetings to record and transcribe minutes.

Responsibilities

  1. Coordinates information flow within the department by prioritizing and organizing documents to ensure that work, correspondence, and inquiries of a routine, urgent, or confidential nature are appropriately routed.
  2. Coordinates workflow for the assigned area. Develops and implements new work methods and procedures. Identifies problems, recommends alternative solutions, and implements approved changes, in consultation with the Director.
  3. Schedules appointments and meetings and ensures all necessary support documentation is available and arrangements are complete. Prepares agendas and takes minutes at meetings for distribution and follows up on action items as required.
  4. Organizes financial information and reporting by collecting, verifying, and forwarding travel vouchers, expense claims, and invoices for processing. Ensures that vouchers and invoices are coded, calculated, and approved. Verifies that goods received are correct and in good condition and that they are coded and have the proper signatures.
  5. Types and formats a variety of documents such as correspondence, memos, minutes, forms, reports, and procedural documentation or presentation materials by transcribing from draft or various source documents. Composes routine and non-routine responses to inquiries.
  6. Sorts and distributes incoming and outgoing mail, faxes, and internal and external correspondence such as courier documents. Identifies priority mail for immediate attention and response.
  7. Develops and maintains manual and computerized files of a confidential, strategic, and labour relations nature.
  8. Acts as a receptionist by providing information and assistance in response to inquiries. Liaises with staff, external agencies, and the general public.
  9. Performs general & project timekeeping functions by inputting data and forwarding to Payroll and accounts payable for processing.
Qualifications

Education and Experience

Grade twelve (12) graduation plus successful completion of a recognized secretarial program supplemented by computer courses and five years recent, related experience in a senior secretarial position.

Competencies

Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities

  • Ability to type 60 w.p.m.
  • Thorough knowledge of office methods and procedures.
  • Excellent written and verbal communication skills.
  • Ability to operate a computer using a variety of word processing software applications such as Word, Excel, PowerPoint, Visio, Outlook, email and internet/intranet applications.
  • Demonstrated ability to function independently and organize work with minimal direction.
  • Demonstrated ability to deal effectively with all levels of the organization and the public in a courteous, tactful and diplomatic manner.

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