Secretary, Fmo Plant Services

2 weeks ago

White Rock, Canada Fraser Health Full time

Salary range: The salary range for this position is CAD $29.64 - $29.64 / hour Why Fraser Health?:
Fraser Health continues to be recognized as one of BC's Top Employers, are you someone who is passionate about making a difference in the lives of others?

Fraser Health is the second largest health system in Canada with over 45,000 staff, medical staff and volunteers, and is the largest of five regional health authorities in British Columbia, providing hospital and community-based health services to nearly 2 million people in Metro Vancouver and the Fraser Valley.

We currently have an exciting opportunity for a **Casual** **Secretary **in** Plant Services **at **Surrey Memorial Hospital **located in **Surrey, British Columbia**

We are looking for applicants with;
- Grade 12
- Graduation from recognized Secretarial program
- Three years' recent related experience
- Or an equivalent combination of education, training and experience

Curious to learn what it’s like to work here? **Connect with us**

Connect with us on our Careers social channels where you’ll learn about exciting opportunities, get career tips from our recruiters, and meet some of your future team members You can also visit us on Indeed and Glassdoor.

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- Effective October 26th, 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer._

Detailed Overview:
Under the general supervision of the Manager, Facilities Maintenance & Operations (FMO), provides secretarial and administrative duties for the FMO Department such as scheduling and arranging appointments and meetings, participating in inter-departmental meetings and formulating and updating departmental procedures. Meets with various departments to streamline processes and workflow and compiles statistics on departmental activity using word processing and spreadsheet software. Processes incoming work and project requisitions, enters data and generates reports utilizing a computerized Management System. Maintains FMO projects by tracking and recording allocated labour and material resources and prepares and submits invoice to appropriate area as required. Types technical and non-technical material using word processing software, screens and prioritizes mail and sets up and maintains filing systems. Performs timekeeping duties, and contacts external suppliers/vendors on urgent parts and or service requests.

**Responsibilities**:

- Schedules and arranges appointments and meetings for the Manager, FMO by performing duties such as determining urgency of request in order to respond to scheduling requirements, confirming appointments, maintaining Manager’s schedule, booking rooms and arranging for supplies, equipment and materials as required.
- Performs reception duties by performing duties such as answering/directing incoming calls for department staff and communicating emergency requests accordingly, taking messages, answering questions regarding department policies and procedures and forwarding messages or queries to appropriate personnel to ensure prompt responses.
- Processes incoming work and project requisitions received from user departments utilizing the computerized Maintenance Management System by performing duties such as prioritizing requests, maintaining and updating records, generating work orders and entering data. Generates reports and monitors the preventative maintenance tasks.
- Maintains FMO projects by performing duties such as tracking and recording allocated labour and material resources and other associated costs utilizing the computerized Maintenance Management System and other computerized software, transferring data from purchase order, calculating applicable taxes and following-up with appropriate departmental staff and/or Materiels Management on inquiries and/or concerns. Prepares and submits invoices to Financial Planning and user departments on project completion as required.
- Types technical and non-technical material such as correspondence, memos, agendas and minutes by performing duties such as utilizing word processing software packages and transcribing from dictation and/or handwritten draft for the FMO Manager, Chief Engineer and FMO Supervisors as requested.
- Screens and prioritizes incoming mail and materials for the attention of the FMO Manager, Supervisors and Chief Engineer and responds to routine written inquiries and material by performing duties such as composing correspondence or drafting for signature of appropriate personnel.
- Identifies inconsistencies in office procedures by performing duties such as recommending changes to FMO Manager, formulating and revising departmental procedures,

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