Victoria Division of Family Practice Administrative
2 weeks ago
**Role Title**: Victoria Division of Family Practice, Administrative Assistant
**Reporting To**:Operations Coordinator
**The Organization**
**Role Summary**
**Duties & Responsibilities**
- Provide administrative and project support to project managers, committees, and other staff and working groups.
- Review and/or create documents and presentations including proof-reading for accuracy and formatting.
- Assist scheduling meetings and calendar management
- Coordinate meetings and events (online or in-person on-site) e.g., Zoom and Teams platforms, room bookings, catering, invitations, RSVP lists, etc.
- Prepare, assemble, and distribute meeting agenda, minutes and related materials in advance of meetings.
- Attend and take minutes at meetings, maintain accurate records and follow-up on action items.
- Create and maintain efficient electronic and physical filing systems.
- Collect, enter, verify and maintain data used by managers, projects and programs.
- Other duties as required.
**Qualifications**
- Minimum four to five years recent related experience, preferably in the non-profit or healthcare sector.
- Excellent computer skills, particularly in Outlook, Excel, Word and PowerPoint.
- Excellent interpersonal and relationship building skills with proven diplomacy and customer service orientation.
- Ability to work respectfully, knowledgeably and effectively with all stakeholders, including patient partners and First Nations, Métis and Inuit people.
- Excellent verbal, written and organizational skills, and attention to detail.
- Proven experience with meeting scheduling and logistics, preparing and distributing materials, and taking accurate minutes.
- Experience with efficient office organization, including establishing and maintaining electronic and paper files.
- Able to perform multiple tasks, balance priorities and meet deadlines without close supervision.
- Able to work independently and as a member of the team.
- Familiarity with Medical Office terminology, and project management software is an asset.
- A valid driver’s license and access to a vehicle is preferred.
**Conditions of Employment**
- All staff and contractors are currently working remotely with some in-person meetings at the VDFP’s downtown Victoria office.
- This is a full-time (37.5 hours per week) position and is eligible for benefits.
- Weekly schedule determined collaboratively with supervisor.
- Attendance at regular evening meetings will be required.
- A valid driver’s license and access to a vehicle is preferred.
- **We thank all applicants for their interest, however, only those selected for an interview will be contacted.**_
**Job Types**: Full-time, Permanent
**Salary**: $28.00-$33.00 per hour
**Benefits**:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care
- Work from home
Schedule:
- 8 hour shift
- Monday to Friday
COVID-19 considerations:
All staff and contractors are currently working remotely with some in-person meetings. The majority of the work is remote and those visiting the office must not attend if they have any signs of illness.
Ability to commute/relocate:
- Victoria, BC V8W 1J1: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Have you included a cover letter? Only Submissions with a cover letter will be reviewed.
**Experience**:
- administrative: 4 years (required)
Work Location: Hybrid remote in Victoria, BC V8W 1J1
Application deadline: 2023-08-18
Expected start date: 2023-09-11
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