Program Secretary, Cantral Lab Services

6 months ago

Vancouver, Canada PHSA Full time

**Program Secretary, Cantral Lab Services**

PHSA Corporate

Vancouver, BC

Performs secretarial and administrative duties for Central Lab Services and the Hematopathology Program within the Department of Pathology & Lab Medicine at C&W. Provides secretarial support to the Program Director and other Program staff. Duties including scheduling appointments, typing a variety of material, filing, responding to telephone enquiries, arranging meetings, screening incoming materials and prioritizing items for the Program Director and Program staff.

**What you’ll do**
- Drafts and types a variety of material such as letters, memoranda, reports and educational materials utilizing a variety of software programs; composes and signs correspondence such as meeting invitations, memo’s, and notices on behalf of Program Director and staff.
- Schedules inpatient and outpatient appointments for special tests such as bone marrow procedures, INRs, osmotic fragility. Transcribes reports such as bone marrows and prepares labels for slides.
- Prepares staff rotation schedules and inputs into electronic system including any edits for any schedule changes such as sick time, vacation, on call. Organizes operating procedures; compiles and maintains a manual of operating procedures for clerical staff.
- Performs a variety of receptionist duties such as receiving visitors, providing information and directing to appropriate area, answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Program staff. Handles enquiries and prioritizes visitors for staff.
- Sets up and maintains filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material. Maintains office supplies by monitoring inventory and ordering supplies, when required, using appropriate software programs, up to pre-authorized limits. Arranges for service/maintenance of equipment, appliances, furniture etc
- Prepares monthly workload units and for comparison analysis. Collects data from Lab Information System and then enters into template for comparison by senior staff with other periods.
- Administers Pat Ross Education Fund for staff of the Department of Pathology & Lab Medicine by receiving requests for education funds, submitting to committee for approval and processing receipts for reimbursement by Finance. Tracks expenses as per the guidelines.
- Coordinates staff training for various on site courses and staff orientation for new staff members and residents.
- Under direction from Team Lead and/or Medical staff assists in projects in the lab such as renovations in staff lounge, changing overhead lighting to energy efficient lights in the lab.
- Assists Team Lead within the department to coordinate or integrate procedural change within the department by drafting communication etc.
- Maintains division library of books and catalogues by ensuring books are prepared for cataloguing and signed out as per guidelines.
- Performs other related duties as assigned.

**What you bring**

**Qualifications**:

- Grade 12, graduation from a recognized secretarial program, including recognized course in medical transcription and three years 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).
- Ability to keyboard at 60 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Ability to organize work.
- Ability to operate related equipment.
- Physical ability to carry out the duties of the position.

**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, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work

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