Administrative Assistant Ii

Salary Range : $58,494 to $76,773;

Typical Hiring Range $58,494 to $73,117
Health Quality BC (HQBC) is committed to an equitable, diverse and inclusive workforce. We recognize that there are a variety of experiences that contribute to the overall qualifications for each role. If you feel that you could excel in this position, but do not necessarily meet the formal requirements, we want to hear from you
In particular, we encourage women;

First Nations, Métis and Inuit persons;

members of visible minority groups;

persons with disabilities;

persons of any sexual orientation or gender identity and expression;

and all those whomay contribute to the further diversification of ideas at HQBC to apply.
We are currently looking for an Administrative Assistant to support our Executive Director, Health System Improvement;

however, areas ofsupport may change based on the needs within Health Quality BC.
Role SummaryHealth Quality BC provides system-wide leadership to efforts designed to improve the quality of health care in British Columbia. Through collaborative partnerships with health authorities, patients, and those working within the health care system, we promote and inform a provincially-coordinated, patient-centred approach to quality.
The Administrative Assistant provides confidential administrative and secretarial support to the designated Leader(s) and assists with the activities of the program/services including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate. The Administrative Assistant follows administrative policies and procedures and works independently with minimal direction to balance priorities and workflow. The Administrative Assistant interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the department/leader utilizing strong persuasion and communication abilities and the exchange of information. The Administrative Assistant determines courses of action from established alternatives to make decisions that will have a positive impact in the program/service and exercises initiative, judgment and problem-solving skills to complete confidential, time-sensitive work. Judgments affect the accuracy and acceptability of further processes or services in the organization.
Key Accountabilities
Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
Prepares documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compiles information into structured reports.
Maintains a consistently updated and accurate appointment schedule for the leader and others as required. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Makes catering, travel and accommodation arrangements. Attends meetings and in-services as required.
Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the department using methods that can be easily accessible to assigned staff.
Assists in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Completes purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
Completes and submits timekeeping records, vacation entitlements and responds to related queries from departments such as Finance, Payroll and Human Resources.
Provides work direction and guidance to support staff as needed to ensure administrative needs of the area are met.
Participates in the development and maintenance of administrative and clinical policies and helps to ensure all staff are aware of and adhere to policies and procedures.
QualificationsA level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, a