Program Assistantbc Women’s Hospital and Health

7 months ago

Vancouver, Canada PHSA Full time

**Program Assistant BC Women’s Hospital and Health Centre (BCW’s)**

Children's & Women's Health Center

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 aspects of this position. Reporting to the Program Manager(s), the Program Assistant provides confidential administrative and secretarial support to the BC Women’s Hospital and Health Centre (BCW’s) of the Provincial Health Services Authority (PHSA). The Program Assistant manages the day-to-day activities of the Program Manager’s offices including appointment and meeting coordination, the preparation and processing of documents and information, and the maintenance of the office support systems.

**Scope and Complexity**

Financial responsibility involves the prudent use of the resources available to the position, such as ordering supplies within the scope of authority. The Program Assistant follows administrative policies and procedures and receives general guidance on specific tasks. This position works independently to balance priorities and workflow to provide efficient and effective administrative support to senior staff within the Division. The demanding and ever-changing nature of the corporate environment adds complexity to the administrative role and requires flexibility to assist others in achieving time-structure goals. The Program Assistant exercises initiative, judgment and problem-solving skills to complete work. Judgments affect the accuracy, reliability and acceptability of further processes or services in the organization. The Program Assistant acts as a resource/liaison in providing program information to others internally and externally.

**Communications**

The Program Assistant has regular contact with Program Manager(s), other leadership teams as well as other agency management team members to ensure the necessary flow of information through the Vice-President. The Program Assistant has regular contact with other support roles in the organization to coordinate schedules and facilitate the exchange of information.

The Program Assistant’s external communication role includes liaising with government agencies, external organizations, other health care authority representatives, legal representatives, members of the general public and visitors to the organization to provide and/or receive information. The Program Assistant utilizes judgment and initiative when responding to information requests.

**What you’ll do**

***
- Maintains the Program Manager’s appointment schedules and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
- Responds to verbal and written communication directed to the Program Manager’s offices. Responsibilities include screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the Program Managers as appropriate or other senior staff for reply. Liaises with external organizations on behalf of the Program Manager to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Produces a variety of documents including correspondence, memos, minutes and meeting agendas from handwritten copy and/or dictaphone using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopies, collates, and distributes documentation such as correspondence and reports.
- Creates, maintains, and/or makes necessary changes to hospital forms. Acts as a liaison in streamlining communications and implementation of revised hospital forms as required.
- Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing paper, electronic and voice mail.
- Participates 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 the Program Manager’s signature, ascertaining status of item/issue and investigating designated items.
- Designs and maintains filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintains a bring-forward system.
- Makes arrangements for travel and accommoda

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