Administrative Secretary

7 months 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



  • Vancouver, BC, Canada Vancouver Coastal Health Full time

    SalaryThe salary range for this position is CAD $30.54/Hr. - CAD $30.54/Hr. Job Summary Come work as an Administrative Secretary with Vancouver Coastal Health (VCH)!Vancouver Coastal Health is looking for a Senior Administrative Secretary to join the George Pearson Long Term Care team at George Pearson Centre in Vancouver, BC. Apply today to join our team!...


  • Vancouver, Canada Central 1 Credit Union Full time

    Central 1 cooperatively empowers credit unions and other financial institutions to deliver banking choice to Canadians. Central 1 provides critical services at scale to enable a thriving credit union system. We do this by collaborating with our clients, developing strategies, products and services to support the financial well-being of their more than 5...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary, Respiratory Clinic Clerks** **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,...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** OP-Rheumatology 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...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** CH Gen Paeds Clinic Clerks 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,...


  • 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,...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary, Clinic Clerk** CH Ortho Clinic Clerks 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...


  • 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,...


  • 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,...


  • Vancouver, Canada Providence Health Care Full time

    The Administrative Support Secretary performs administrative functions and a variety of secretarial and clerical duties in support of the integrated Biomedical Engineering department, which provides services in support of the safe, efficient and effective utilization of medical technology across Fraser Health, Providence Health Care, Provincial Health...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** Operating Room Booking Vancouver, BC In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** Children's & Women's Health Center Vancouver, BC The secretary supports the administrative work of Department and Division members in achieving the academic, clinical, administrative and research objectives. In addition, there is a requirement to participate as one of the administrative team members and adhere to Agency and...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary,** **Children's & Women's Health Centre,** **Vancouver, BC** Are you a highly organized person with strong Administration skills? The Administrative Secretary provides confidential administrative and secretarial support to a Division or Department Head. **What you’ll do** - Maintain appointment calendars by determining the...

  • Secretary

    6 months ago


    Vancouver, Canada Simon Fraser University Full time

    Union/Affiliation: **C.U.P.E. Local 3338** - Pay range: **$28.82 hourly plus 14% in lieu of benefits** - SFU Department Descr: **Faculty of Arts & Social Sciences - International Studies** - Position Grade: **7** - # of openings: **1** - Biweekly Hours: **70** **Who We Are** - We are Canada’s engaged university, defined by our dynamic integration of...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary,** **Children and Women’s Health Centre,** **Vancouver** Are you a well organized person with strong administrative skills? The Administrative Secretary performs a variety of secretarial and administrative support activities. **What you’ll do - Arrange adhoc and standing meetings as directed, book meeting rooms and...


  • Vancouver, Canada NEC Native Education College Full time

    Native Education College (NEC) opened its doors in 1967 and became British Columbia's largest private Indigenous College. NEC’s purpose is to contribute to an Indigenous, holistic experience that positions the Indigenous learner to uphold their responsibility and obligations to their family, and nation of origin as autonomous Peoples. NEC provides...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** **BC Children’s Hospital** **Vancouver, BC** **As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.** Are you efficient and detail oriented? The Administrative Secretary provides confidential administrative and secretarial support to a...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** **BC Children’s Hospital** **Vancouver, BC** **As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.** Within the context of a patient and family centered care model and in accordance with the established vision and values of the...


  • Vancouver, Canada PHSA Full time

    **Administrative Secretary** **BC Children’s & Women’s Health Centre** **Vancouver, BC** **As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.** The Administrative Secretary provides confidential administrative and secretarial support to a Division or Department...

  • Graduate Secretary

    24 hours ago


    Vancouver, Canada Simon Fraser University Full time

    Union/Affiliation: **C.U.P.E. Local 3338** - Pay range: **$23.60 hourly plus 9% in lieu of benefits** - SFU Department Descr: **Faculty of Arts & Social Sciences - Urban Studies** - Position Grade: **6** - # of openings: **1** - Biweekly Hours: **28** **Who We Are** The Urban Studies Program hosts one of the larger graduate programs in the Faculty of Arts...