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Administrative Coordinator

2 months ago

Victoria, British Columbia, Canada PHSA Full time

Administrative Coordinator - Oncology Services

PHSA

Job Overview

As an integral member of the healthcare team, the Administrative Coordinator delivers essential secretarial and organizational support within a collaborative environment. Ensures a secure atmosphere for patients, families, and staff by adhering to established safety protocols and emergency procedures.

Key Responsibilities

  • Manage incoming calls from various sources, including patients; direct calls to appropriate personnel or provide information as necessary.
  • Assess the urgency of incoming communications and respond accordingly.
  • Facilitate communication between clinical staff and external organizations.
  • Acquire reports by liaising with relevant departments or external entities.
  • Coordinate patient appointments and diagnostic tests in partnership with the clinical team.
  • Access and retrieve patient data from the information system as required.
  • Welcome visitors and address inquiries.
  • Organize meetings and conferences, handling all related logistics. Serve as a recording secretary by preparing agendas, drafting, typing, and distributing minutes. Prepare necessary materials.
  • Open, screen, prioritize, and distribute correspondence. Maintain records and communications.
  • Format and edit documents for correspondence. Draft routine items for signature as needed.
  • Assist in the collection, organization, formatting, and preparation of reports as required.
  • Support clinicians in the preparation of research documents and grant applications by compiling information and updating documents.
  • Aid in clinician scheduling, timekeeping, and collaborating with the clinical team for coverage as necessary.
  • Perform additional related duties as assigned.

Qualifications

Education, Training, and Experience

  • 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.

Skills and Knowledge

  • Proficient typing skills at 50 words per minute.
  • Strong verbal and written communication abilities.
  • Effective interpersonal skills.
  • Physical capability to perform the duties of the position.
  • Excellent organizational skills.
  • Proficient in operating relevant equipment.
  • Commitment to fostering meaningful reconciliation in Canada as per 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, is a strong asset.

Benefits

  • Every PHSA employee plays a crucial role in providing optimal patient care for our patients and their families. Whether you are delivering direct care, conducting research, or facilitating the work of others, you significantly impact the lives of British Columbians.
  • Access to extensive professional development opportunities through in-house training programs, including over 2,000 courses.
  • Comprehensive benefits package, including a municipal pension plan and holistic wellness resources.
  • Generous vacation entitlement and accrual, along with annual statutory holidays.
  • Flexible work options to support our employees.
  • Additional perks include access to fitness classes and discounts on various recreational programs.

About PHSA

PHSA is dedicated to providing comprehensive cancer control for the people of British Columbia. We are committed to employment equity and encourage all qualified individuals to apply, recognizing that our ability to deliver the best care relies on a diverse range of skills, knowledge, and experiences.