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Administrative Coordinator for Systemic Therapy
3 months ago
Administrative Coordinator for Systemic Therapy
BC Cancer
The Administrative Coordinator for Systemic Therapy plays a crucial role in supporting the operational and clinical functions of the Systemic Therapy Process Team.
Key Responsibilities
- Assess and prioritize patient needs for the medical team by evaluating the urgency of incoming communications regarding treatment and taking necessary actions.
- Organize and schedule appointments and diagnostic tests for patients as directed by the medical team, utilizing the patient information system for data entry and retrieval.
- Facilitate communication of patient information between doctors' offices and external healthcare facilities by reaching out to other departments or external sources to gather medical documentation for patient consultations.
- Compose correspondence, reports, and various documents from dictation or handwritten notes using diverse software applications, including word processing, spreadsheets, and databases; draft standard correspondence for approval.
- Arrange meetings and appointments, reserve facilities, and set up audio-visual equipment. Document, type, and distribute meeting minutes, ensuring follow-up actions are completed as indicated.
- Collect and compile data for documentation purposes by requesting and organizing information for items such as grant proposals, resumes, departmental reports, abstracts, and manuscripts. Obtain, photocopy, and disseminate schedules, lists, reports, and other necessary documents.
- Manage incoming mail by sorting and distributing it appropriately.
- Coordinate travel arrangements for departmental personnel and visitors as needed.
- Prepare supply requisitions for office materials for approval by the Process Leader. Monitor incoming stock against requisitions using a computerized database and liaise with other departments to resolve related issues.
- Execute record-keeping tasks such as data entry, retrieval, and distribution from departmental scheduling systems for items like clinic duty rosters and monthly leave schedules.
- Update and maintain secretarial procedure manuals by typing and incorporating new or revised procedures.
- Assist in managing departmental timekeeping records by communicating information to relevant personnel based on Physician absence forms to ensure accurate leave recording in line with Agency guidelines.
- Organize and maintain departmental filing systems by categorizing and filing materials systematically.
- Welcome visitors to the office area as required.
- Undertake additional related duties as assigned.
Required Qualifications
- Completion of Grade 12, graduation from a recognized secretarial program, including a course in medical transcription, and three years of recent, relevant experience or an equivalent combination of education, training, and experience.
Desired Skills
- A commitment to fostering reconciliation in Canada as outlined by the TRC and BC's Declaration on the Rights of Indigenous Peoples Act.
- Knowledge of the social, economic, political, and historical contexts affecting Indigenous communities, along with familiarity with Indigenous Cultural Safety and anti-racism initiatives.
- Proficiency in typing at a speed of 60 words per minute.
- Strong verbal and written communication skills.
- Effective interpersonal skills to engage with others.
- Physical capability to perform the duties of the position.
- Organizational skills to manage workload efficiently.
- Competence in operating relevant equipment.
What We Offer
Every employee at PHSA contributes to providing optimal patient care for individuals and their families. Whether you are delivering direct care, conducting research, or enabling others to perform their roles, your work positively impacts the lives of British Columbians now and in the future. Our focus extends to your well-being, offering health, wellness, and development programs to support you both professionally and personally.
- Opportunities for growth and development within one of BC's largest employers, with province-wide programs and services.
- Access to professional development through our extensive in-house training programs, including over 2,000 courses.
- A comprehensive benefits package, including a municipal pension plan and wellness resources.
- Generous vacation entitlement and statutory holidays.
- Flexible work options to support our employees, subject to eligibility based on position.
- Access to WorkPerks, a discount program offering various local and national discounts.
About Us
BC Cancer provides comprehensive cancer control for the people of British Columbia and is part of the Provincial Health Services Authority (PHSA), which plans, manages, and evaluates specialized health services across BC to ensure equitable and cost-effective healthcare for all residents. Our core values emphasize respect, compassion, innovation, partnership, and purposeful service.
PHSA and BC Cancer are dedicated to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to deliver the best care to our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds, and experiences, and we value a safe, inclusive, and welcoming environment.
Reconciliation is a shared responsibility, and we are committed to working with Indigenous Peoples to establish a sustainable path toward lasting reconciliation.
