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Administrative Coordinator for Central Lab Services
3 months ago
Administrative Coordinator for Central Lab 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 role encompasses a variety of secretarial and administrative responsibilities for Central Lab Services and the Hematopathology Program within the Department of Pathology & Lab Medicine. This position provides essential support to the Program Director and associated staff. Key responsibilities include managing schedules, preparing diverse documentation, maintaining filing systems, responding to inquiries, organizing meetings, and prioritizing tasks for the Program Director and team members.
Key Responsibilities
- Compose and format various documents such as letters, reports, and educational materials using different software applications; draft and send communications like meeting invitations and memos on behalf of the Program Director and staff.
- Organize meetings as requested by the Program Director and team members, which involves coordinating schedules, reserving meeting spaces, arranging necessary equipment, notifying participants, and preparing meeting materials; document and distribute meeting minutes and follow up on action items as needed.
- Schedule appointments for both inpatient and outpatient procedures, including specialized tests, and transcribe relevant reports.
- Develop and maintain staff rotation schedules in an electronic system, ensuring timely updates for changes such as sick leave or vacation. Compile and manage a manual of operating procedures for clerical staff.
- Carry out receptionist duties, including welcoming visitors, providing information, answering phone calls, and managing inquiries while prioritizing communications for the Program staff.
- Establish and oversee filing systems for various records, ensuring proper organization and labeling. Monitor and manage office supply inventory, placing orders as necessary within pre-approved limits. Coordinate maintenance for office equipment and furniture.
- Handle incoming and outgoing mail, including screening and sorting mail, preparing invoices, and managing courier services.
- Prepare monthly workload reports for analysis by senior staff, utilizing data from the Lab Information System.
- Manage the Pat Ross Education Fund by processing requests for educational support and tracking expenses in accordance with established guidelines.
- Coordinate training sessions for staff and facilitate orientation for new employees and residents.
- Assist in departmental projects, such as renovations and improvements, under the guidance of the Team Lead and/or medical staff.
- Support the Team Lead in implementing procedural changes within the department through effective communication.
- Maintain a library of resources, ensuring proper cataloging and management 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 that includes medical transcription, and three years of relevant experience, or an equivalent combination of education and experience.
Skills & Knowledge
- A strong commitment to fostering reconciliation and understanding in accordance with the TRC and BC's Declaration on the Rights of Indigenous Peoples Act.
- Knowledge of the social, economic, and historical contexts affecting Indigenous communities, as well as familiarity with Indigenous Cultural Safety and anti-racism initiatives.
Benefits
PHSA offers a comprehensive benefits package that includes access to professional development opportunities, a municipal pension plan, and wellness resources. Employees enjoy annual statutory holidays and generous vacation entitlements. Flexible work options are available to support work-life balance.
About PHSA
The Provincial Health Services Authority (PHSA) is dedicated to planning, managing, and evaluating specialized health services across BC. Our values emphasize respect, compassion, innovation, partnership, and purpose in serving our communities.
PHSA is committed to employment equity and encourages applications from all qualified individuals, recognizing that a diverse workforce enhances our ability to provide the best care for our patients.
