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Administrative Coordinator, Central Laboratory Services
3 months ago
Administrative Coordinator, Central Laboratory Services
PHSA Corporate
Vancouver BC
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA.
The Administrative Coordinator will undertake a variety of secretarial and organizational responsibilities for Central Laboratory Services and the Hematopathology Program within the Department of Pathology & Lab Medicine. This role includes providing comprehensive administrative support to the Program Director and associated staff. Key responsibilities encompass scheduling appointments, drafting various documents, managing filing systems, responding to inquiries, coordinating meetings, and prioritizing tasks for the Program Director and team members.
Key Responsibilities
- Compose and format diverse documents including letters, memos, reports, and educational materials using various software applications; draft and sign correspondence such as meeting invitations and notices on behalf of the Program Director and staff.
- Organize meetings as directed by the Program Director and team; communicate with staff regarding availability, book meeting spaces, arrange necessary equipment, notify attendees, and prepare and distribute meeting materials; record and circulate meeting minutes and follow up on action items as needed.
- Coordinate scheduling for inpatient and outpatient appointments for specialized tests; transcribe reports and prepare labels for laboratory slides.
- Develop staff rotation schedules and input changes into electronic systems, including managing edits for absences and on-call duties. Compile and maintain a manual of operational procedures for clerical staff.
- Execute receptionist duties such as greeting visitors, providing information, directing inquiries, answering phone calls, and prioritizing messages for the Program staff.
- Establish and maintain filing systems for various records and documents, ensuring proper organization and accessibility. Monitor office supply inventory and place orders as necessary, adhering to pre-authorized limits.
- Manage incoming and outgoing mail, including screening, preparing invoices, and ensuring timely delivery through courier services.
- Compile monthly workload statistics for analysis, gathering data from the Lab Information System for comparison by senior staff.
- Oversee the administration of the Pat Ross Education Fund, processing requests for educational funding and tracking expenses according to established guidelines.
- Facilitate staff training for on-site courses and orientation for new employees and residents.
- Assist in departmental projects as directed, including renovations and upgrades to facilities.
- Support the Team Lead in implementing procedural changes within the department through effective communication.
- Maintain a library of resources, ensuring proper cataloging and availability of materials.
- Perform additional related duties as assigned.
Qualifications
Education, Training, and Experience
- Completion of Grade 12, along with 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 and experience.
Skills & Knowledge
- A commitment to fostering meaningful reconciliation in Canada, in line with TRC and BC's Declaration on the Rights of Indigenous Peoples Act.
- Knowledge of the social, economic, political, and historical contexts affecting Indigenous communities, as well as familiarity with Indigenous Cultural Safety and anti-racism initiatives.
Benefits
Every PHSA employee plays a vital role in delivering exceptional patient care. We are dedicated to supporting your health and wellness through various development programs and resources.
- Access to extensive professional development opportunities through in-house training programs.
- Comprehensive benefits package, including a municipal pension plan and wellness resources.
- Generous vacation entitlement and statutory holidays.
- Flexible work options to accommodate our employees' needs.
- Additional perks such as fitness class access and discounts on recreational programs.
What We Do
The Provincial Health Services Authority (PHSA) is committed to planning, managing, and evaluating specialized health services across BC to ensure equitable and effective healthcare for all residents. Our core values include respect, compassion, innovation, partnership, and purposeful service.
Employment Equity
PHSA is dedicated to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide optimal care relies on a diverse range of skills, knowledge, and experiences, and we value a safe and inclusive work environment.
