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Administrative Secretary
4 months ago
Administrative Secretary
PHSA Corporate
Burnaby, BC
In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA's Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Administrative Secretary reports to the Manager, Office Services and Facilities and provides clerical assistance to the Manager including maintaining department files and records, taking and transcribing minutes of meetings, maintenance of office support systems, procedures and policies. Provides administrative support to the Office Services and Facilities department.
What you'll do
- Operates a multi-line switchboard including answering inquiries, providing basic information, and referring calls to appropriate personnel or agencies. Maintains processes to retain efficiency of switchboard, such as directory listings.
- Receives and signs in visitors to the department, provides visitor's badges; notifies staff when they arrive, using instant messaging software programs or email.
- Manages email inbox for Willingdon Office Services and Facilities, and addresses employee concerns, questions and requests. Composes and sends out weekly communications to building staff. Maintains Willingdon department email contact/distribution lists.
- Maintains weekly updates on internal team website.
- Uses software programs to update messages for Atrium monitors weekly.
- Assists in preparation for committee and project meetings by completing tasks such as formatting posters and papers, requesting information, confirming attendance, preparing meeting or event packages, managing AV requirements, and reminding staff of deadlines and completing tasks such as registering attendees during the course of the meeting.
- Creates, updates and maintains building signage.
- Arranges and confirms meetings as requested; books meeting rooms; types and circulates agendas; records, transcribes and distributes meeting minutes.
- Opens and sorts incoming mail; forwarding to appropriate individuals. Receives and manages courier deliveries, and notifies staff. Receives and processes RFPs for Procurement; transferring to buyers after date and time of closing.
- Manages and audits temporary security access cards. Takes photos for security access cards. Modifies staff access using an access control system application after receiving manager approval. Carries out regular audits of the secured rooms at Willingdon.
- Triages and addresses onsite security issues with Integrated Protection Services.
- Sets up and maintaining filing systems for material such as correspondence, locker assignments, events in an internal team website.
- Maintains an inventory of general department supplies, copy paper for the building, evacuation kits for Floor Wardens and replenishment of Emergency Supply Cabinets, using PeopleSoft eProcurement to submit orders.
- Manages Fitness Room locker applications, waivers, and locker assignments. Conducts regular audits on locker assignments.
- Maintains both Atrium and Fitness room calendars.
- Manages weekly service calls from vendors pertaining to printers, vending machines, confidential shredding and composting.
- Manages the logistics and resources for onsite events, including coordinating resources for furniture reconfigurations, and liaising with building Maintenance Manager and Security as required.
- Performs other related duties as assigned.
What you bring
Qualifications
- Completion of Grade 12, plus two years' recent related experience or an equivalent combination of education, training and experience.
- Ability to keyboard at 45 wpm.
- Ability to communicate effectively, both verbally and in writing.
- Ability to organize work
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to operate related equipment
Skills & Knowledge
- 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
- As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism 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 province-wide 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 in-house 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: Temporary, Full-Time - Until return of incumbent
Wage: $27.56 / Hour
Location: 1795 Willingdon Ave, Burnaby, BC V5C 6E3
Closing date: Applications accepted until position is filled
Hours of Work: Monday to Friday)
Requisition # 163365E
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
What we do
The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.
Learn more about PHSA and our programs:
PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.
Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments' unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.
ATTN: PHSA Employees:
To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at
Please note the internal job posting will no longer be accessible after the expiry date of April 18, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.
If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at or Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.
