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Administrative Assistant 2,talent On Demand

5 months ago

Vancouver, Canada PHSA Full time

**Administrative Assistant 2,**

Talent On Demand,

Vancouver, BC

Are you an organised person with strong communication and problem solving skills? The Administrative Assistant provides confidential administrative and secretarial support to the designated Senior Leader and assists with the activities of the program/service.

**What you’ll do**
- Maintains the Division’s medical staff members’ and Team Lead’s appointment schedule 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 Division.
- Responsibilities include the oversight of screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the appropriate staff for reply or signature. Consults with Division Head and/or Team Lead as required.
- Liaises with external organizations on behalf of the Division to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Produces a variety of documents including correspondence, standard operating procedures, duty rosters, vacation schedules, memos, manuscripts, newsletters, brochures, flyers, 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 and distributes documentation such as correspondence and reports.
- Assists in a variety of meetings through methods such as drafting agendas, booking rooms and catering, 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.
- 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.
- Prepares program-related billing/expense reports and other statistical records by retrieving data from electronic and paper sources.
- Oversees the care and maintenance of office equipment in the area by periodically inspecting equipment, performing maintenance procedures according to standard operating procedures (SOPs) and manufacturers’ equipment manuals, documenting findings, and arranging service calls for photocopier and fax machines as required
- Keep records for the professional staff for CME credits and proficiency testing according to departmental policies, Diagnostic Accreditation Program of BC, and Royal College of Physicians and Surgeons of Canada.
- Liaises 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.
- Oversees the appropriate organization and storage of specimens, documentation and preparation of shipment to and from other laboratories according to established procedures. Maintains a method for tracking and timely return of materials sent out for consultation.
- Assists staff with organization and timely filing/refiling of clinical materials such as slides, reports, and consultations letters as required
- Oversees appropriate specimen slide organization and record keeping for approved research studies.
- Performs literature searches and prepares bibliographies as required.
- Oversees an inventory of supplies and materials for the Division by performing duties such as reviewing stock on hand, completing purchase requisitions for approval, forwarding to Purchasing for processing and receiving supplies. Ensures invoices are authorized for payment and submitted for payment.

**What you bring**
- A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus five (5) years recent related experience working in a medical environment at a progressively more senior level, including supervisory experience.Ability to work independently and resolve administrative issues/problems.
- Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
- Demonstrated flexibility to meet and adapt to changes in organizational priorities. Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries.
- Demonstrated interpe