Administrative Secretary

7 months ago

Burnaby, Canada PHSA Full time

**Administrative Secretary**

PHSA Corporate

Burnaby, BC

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Secretary reports to the Manager, Office Services and Facilities and provides clerical assistance to the Manager including maintaining department files and records, taking and transcribing minutes of meetings, maintenance of office support systems, procedures and policies. Provides administrative support to the Office Services and Facilities department.

**What you’ll do**
- Operates a multi-line switchboard including answering inquiries, providing basic information, and referring calls to appropriate personnel or agencies. Maintains processes to retain efficiency of switchboard, such as directory listings.
- Maintains weekly updates on internal team website.
- Uses software programs to update messages for Atrium monitors weekly.
- Assists in preparation for committee and project meetings by completing tasks such as formatting posters and papers, requesting information, confirming attendance, preparing meeting or event packages, managing AV requirements, and reminding staff of deadlines and completing tasks such as registering attendees during the course of the meeting.
- Creates, updates and maintains building signage.
- Arranges and confirms meetings as requested; books meeting rooms; types and circulates agendas; records, transcribes and distributes meeting minutes.
- Opens and sorts incoming mail; forwarding to appropriate individuals. Receives and manages courier deliveries, and notifies staff. Receives and processes RFPs for Procurement; transferring to buyers after date and time of closing.
- Triages and addresses onsite security issues with Integrated Protection Services.
- Sets up and maintaining filing systems for material such as correspondence, locker assignments, events in an internal team website.
- Maintains an inventory of general department supplies, copy paper for the building, evacuation kits for Floor Wardens and replenishment of Emergency Supply Cabinets, using PeopleSoft eProcurement to submit orders.
- Maintains both Atrium and Fitness room calendars.
- Manages weekly service calls from vendors pertaining to printers, vending machines, confidential shredding and composting.
- Manages the logistics and resources for onsite events, including coordinating resources for furniture reconfigurations, and liaising with building Maintenance Manager and Security as required.
- Performs other related duties as assigned.

**What you bring**

**Qualifications**:

- Completion of Grade 12, plus two years’ recent related experience or an equivalent combination of education, training and experience.
- Ability to keyboard at 45 wpm.
- Ability to communicate effectively, both verbally and in writing.
- Ability to organize work
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to operate related equipment

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).

**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**:Temporary, Full-Time - Until return of incumbent

**Wage**:$27.56 / Hour

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