Admin Assistant, Bcehs, Victoria

7 days ago

Victoria, Canada PHSA Full time

**Admin Assistant**

BC Emergency Health Services

Victoria, 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 Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area.

**What you’ll do**
- Facilitate effective triaging of correspondence, determining appropriate action and timely follow up as appropriate.
- Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision-making and meeting facilitation.
- Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
- Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records.
- Respond to routine verbal and written inquiries from the public, government staff and other agencies.
- Update and/or assemble manuals; maintain administrative policy and procedures manuals.
- Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account.
- Maintain office supplies according to pre-determined re-order levels; arrange for maintenance and repair of equipment.
- Arrange conferences, including booking meeting locations, arranging logistics and catering.
- Coordinate legal processes, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, police agencies and coroner, and arranging for travel and reimbursement if necessary.

**What you bring**

**Qualifications**:

- Grade 12, graduation from a recognized secretarial program, 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 a **minimum of 60 wpm**:

- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively
- Physical ability to carry out the duties of the position
- Ability to organize work
- Ability to operate related equipment.

**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 friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

**Job Type**:Regular, Full-time

**Wage**:$29.64 / Hour

**Location**:3300 Douglas St, Victoria, BC V8Z 3L1

**Closing date**:Applications accepted until position is filled

**Hours of Work**:08:00-16:00

**Requisition # **146643E

**As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.**

**What we do**

BC Emergency Health Services (BCEHS) provides provincial emergency medical care and patient transfer services.

The Provincial Health Services Authority (PHSA) plans, manages and evalua

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