Administrative Assistant Clinical Services, Bc
5 months ago
**Administrative Assistant Clinical Services,**
**BC Mental Health and Substance Use Services,**
**Coquitlam 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.**
**Job Summary**
Reporting to the Director, Clinical Services, the Administrative Assistant provides administrative coordination for Psychologists, Psychiatrists, and other medical staff within the Forensic Psychiatric Services Commission (FPSC) by providing contract and financial administration as well as events coordination for the Department and Director, Clinical Services. In addition, the Administrative Assistant provides administrative and clerical support to the Director and other senior staff including the taking of minutes, compiling of statistical data and coordinating meeting and event arrangements.
**What you’ll do**
- Scope and Complexity
- The Administrative Assistant follows policies and procedures and works independently and with mínimal direction to balance priorities and workflow to provide efficient and effective administrative support to the Director, Clinical Services as well as the Psychologists, Psychiatrists and other medical staff. The demanding and ever-changing nature of the environment adds complexity to the administrative role and requires flexibility and resourcefulness to assist others in achieving time-structured goals. The Administrative Assistant exercises independent judgement/initiative and discretion, assesses situations and recommends solutions. This position requires flexibility and superior time management capabilities along with the ability to deal with sensitive and contentious issues. Judgements affect the accuracy, reliability and acceptability of further processes or services in the organization.
Communications
- The Administrative Assistant has regular contact with senior management, clinical programs, other leadership teams, and staff to ensure the necessary flow of information through the Director, Clinical Services’ office. Liaises with a wide range of senior managers, professionals, academics, industry executives and the public to obtain and exchange information prior to meetings, including file searches. The Administrative Assistant has regular contact with other support roles in the organization to coordinate schedules, event logistics and facilitate the exchange of information.
- The Administrative Assistant external communication role includes liaising with various government ministries, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. The Administrative Assistant utilizes judgment and initiative when responding to information requests.
- Gather and compiles organizational information such as statistical data on relevant departmental operations.
- Research, classify, and summarize information from various sources, including the internet, for reports and Operational Briefing Notes and in response to specific information requests.
- Maintain up-to-date knowledge and documentation of policy changes (FOIPPA), legislative changes, case law and court proceedings relating to or affecting Forensic Psychiatric Services and ensuring medical staff are apprised. Exchange information/interpretations around legislation and policies.
- Provide a central point of contact for international psychiatrists, psychologists and other (forensic) psychiatric services around the world, liaising with international delegates to provide information and coordinate site visits.
- Peruse, prepare synopsis and collate daily media notifications and disseminates to the Directors.
- Coordinate information flow in risk management situations to ensure accurate documentation, timely notification of appropriate individuals, and coordinate follow up as required.
- Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for signature, ascertaining status of item/issue and investigating designated items.
- Schedule and maintain the Director’s calendar for clinical and administrative appointments, responding to changing priorities/cancellations, and making urgent schedule adjustments.
- Provide support for a variety of internal and external events by performing duties such as creating and distributing invitations, booking facilities, arranging equipment, preparing related materials and making setup and catering arrangements.
- Perform other related duties as assigned.
**What you bring**
- Education, Training and Experience
- A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three to five (3-5) years recent related experience, includ
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