Administrative Secretary

2 weeks ago

Vancouver, Canada PHSA Full time

**Administrative Secretary**

Children's & Women's Health Center

Vancouver, BC

Are you efficient and detail oriented? Effectively handle administrative tasks so our department runs smoothly and we can provide patients with the best care.

**What you’ll do**
- Maintains appointment calendars by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Makes travel arrangements as required. Prepares physician’s on-call roster for coverage and distributes schedule.
- Supports the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintains curriculum vitae for medical staff. Provides orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provides clinical administrative support to Residents and Fellows including the preparation of materials. Prepares schedules including the on-call schedule for Residents and Fellows.
- Attends departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepares minutes/reports and take follow up action.
- Answers telephone, screens callers, greets and redirects visitors, responds to queries, takes/relays messages and/or redirects callers to appropriate personnel or area. Screens and prioritizes incoming material for the attention of appropriate personnel.
- Receives and processes requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts. Co-ordinates, pre-registers and confirms patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedules follow up appointments for patients as needed and confirms appointments in advance of scheduled times. Notifies the appropriate departments and patients/families of any cancellations.
- Obtains written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtains other essential information in accordance with established policies and procedures regarding the release of client information. Records demographic information when patient arrives and explains multi-disciplinary appointment system to parent(s) or guardian(s).
- Sets-up and maintains filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
- Prepares expense claim forms for physician payment when requested and sends to appropriate hospital department for processing. Prepares Fee for Service billing statements as needed and submits to Medical Services Commission.
- Compiles, maintains and stores patient information, various statistics, index cards and related medical information. Inputs data to appropriate database, and prepares summary reports using manual/computerized spreadsheets. Accesses and extracts requested data from the computer system for appointment and other purposes; prints and forwards to designated personnel according to established procedures.
- Monitors departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
- Performs other related duties as required.

**What you bring**

**Qualifications**:

- Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription
- Three (3) year’s 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).
- Keyboard at least 60 wpm.
- Communicate effectively verbally and in writing.
- Organize work
- Deal with others effectively
- 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, dev

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