Administrative Support Specialist

4 days ago

Burnaby, British Columbia, Canada Fraser Health Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Fraser Health. This role will provide administrative support to the Coordinator, Information & Health Records, and will be responsible for a variety of tasks including reception services, typing, filing, and data entry.

Key Responsibilities
  • Provide reception services by operating a multi-line switchboard, answering/directing incoming calls, taking messages, and providing information of a general nature.
  • Assist with client intake by obtaining client information, completing required documentation, scheduling and confirming client appointments, and maintaining waiting lists.
  • Perform payroll functions as required, including maintaining time keeping and attendance records, reviewing timesheets for accuracy, and entering data into computerized payroll systems.
  • Prepare various informational/resource packages by designing, updating, photocopying, and collating packages/brochures for distribution to patients and/or families or agencies.
  • Collect and enter data into computerized systems, ensuring data is kept up to date by gathering, compiling, and retrieving information as required and printing related reports.
  • Maintain the client and administrative filing system, according to policies and procedures designed to protect confidentiality for a variety of records, such as correspondence, reports, minutes, directories, and personnel information.
  • Process incoming and outgoing mail, faxes, reports/records, and internal and courier documents by receiving, recording, date stamping, sorting, and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required.
  • Operate office equipment such as photocopiers, shredders, and fax machines, and carry out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges.
  • Arrange meetings/special functions as directed, including booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
  • Maintain stationery, office supplies, and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
Qualifications
  • Grade 12, plus one year of recent related office/clerical experience or an equivalent combination of education, training, and experience.
  • Demonstrated ability to communicate effectively both verbally and in writing.
  • Demonstrated ability to deal effectively with others.
  • Demonstrated ability to exercise sound judgement.
  • Demonstrated ability to organize work and establish workload priorities in collaboration with others.
  • Demonstrated ability to take initiative.
  • Demonstrated ability to work independently and in collaboration with others.
  • Demonstrated ability to type 40 wpm.
  • Demonstrated ability to use applicable computer equipment and software.
  • Working knowledge of general office practices and procedures and their application.
  • Comprehensive knowledge of relevant acts, regulations, programs, policies, and procedures.
  • Ability to operate related equipment.
  • Physical ability to perform the duties of the position.

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