Administrative Secretary

3 months ago

Port Coquitlam, Canada PHSA Full time

**Administrative Secretary - Minimum and Medium Security Units**

Forensic Psychiatric Services

Coquitlam, 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. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Under the general supervision of the Senior Director, Patient Care Services, the Administrative Secretary performs a variety of secretarial and clerical duties for the Forensic Psychiatric Hospital, such as word processing a variety of materials including letters and memos, booking meetings, maintaining paper and computerized filing systems, processing requisitions, and data entry. Performs a variety of clerical duties such as filing, photocopying, receiving and distributing mail, answering telephone inquiries and ordering supplies.

**What you’ll do**
- Arranges meetings as directed, including booking meeting rooms and telehealth, submits catering requests, sets up rooms in preparation for meetings, and takes minutes as required. Prints and maintains standard summary reports for distribution to program areas.
- Facilitates regular service calls from vendors pertaining to printers, vending machines, confidential shredding and other related services. Submits requests as directed to facilities and other maintenance teams to assist with repairs/updates.
- Sets up and maintains electronic and manual filing systems and computerized databases. Processes completed questionnaires or forms by performing duties such as entering data into appropriate databases or spreadsheets, reviewing entries, verifying data and retrieving data as requested.
- Maintains a small petty cash float per established guidelines by receiving and ensuring the accuracy of expense authorization forms, providing petty cash expenditure reports drawn from the financial reporting system or other hospital databases to managers and supervisors advancing petty cash as required, tracking all cash transactions and ensuring that all expenditures are supported by valid, original receipts.
- Performs a variety of clerical duties such as filing, photocopying, and ordering supplies. Processes a variety of requisitions for stationery and general supplies by methods such as identifying depleting items, filling out online order forms, receiving supplies, verifying correct items and storing materials.
- Receives, opens, sorts and distributes incoming mail and faxes by placing in mail slots or forwarding to the appropriate individuals. Arranges for courier service as needed.
- Updates the FPH internal website and SharePoint sites, including FPH online folders. Submits Information Technology requests as required utilizing the computerized service catalogue.
- Answers telephone inquiries, takes messages and provides information on the hospital. Responds to visitors directed to administration by notifying the appropriate staff and directing visitors to the appropriate areas.
- Assists with travel arrangements for staff as requested including flight and accommodation bookings, and completing travel expense claims for signature.
- Performs other related duties as assigned.

**What you bring**

**Qualifications**:

- Grade 12 and two years’ recent related experience, or an equivalent combination of education, training and experience.

Skills & Knowledge
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- Ability to keyboard at 45 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to organize work.
- Ability to operate related equipment.

**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 statutor

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