Victoria Primary Care Network

2 weeks ago

Victoria, Canada Victoria Division of Family Practice Full time

**ole Title**: Victoria Primary Care Network (VPCN) Administrative Assistant

**Reporting To**:VPCN Director or designate

**The Organization**

**Role Summary**

**Duties and Responsibilities**
- Provide administrative and other support to PCN Director, Managers, Attachment Coordinator, 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.
- Support the work of the Attachment Coordinator to facilitate matching BC residents registered on the Health Connect Registry (HCR) with FPs and NPs within the same geographic region who are accepting patients.
- Support the work of the Attachment Coordinator through ongoing communication and relationship building with local FPs, NPs and primary care clinic staff.
- Supporting the accuracy of the HCR Attachment Interface data, ensuring it has complete patient information (i.e., demographics, status, etc.);
- Sharing appropriate information, in alignment with privacy and security policies, about patients to local FPs/NPs/primary care clinics for the purposes of attachment;
- Other duties as required.

**Qualifications**:

- Minimum 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 partners, 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.

**Conditions of Employment**
- Full time (37.5 hours per week) - working hours determined collaboratively with supervisor.
- Hybrid workplace arrangement: staff work remotely and in-person at a location in downtown Victoria. Schedule to be determined collaboratively with supervisor.
- Attendance at evening meetings may 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**: $55,000-$65,000 per year

**Schedule**:

- Monday to Friday, some evenings may be required.

**Job Types**: Full-time, Permanent

**Salary**: $55,000.00-$65,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Paid time off
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Application question(s):

- Did you remember to include a cover letter? Only submissions with a cover letter will be reviewed.
- Do you have regular access to a vehicle for work purposes?

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 1 year (preferred)
- non-profit: 1 year (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Expected start date: 2024-05-13

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