Administrative Assistant 1 - Various ProgramsServices - Jobs in Greater Vancouver

Job Description

Administrative AssistantWhat you’ll do Maintains a coordinated and up-to-date calendar for the designated Leader’s appointment schedules by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. Coordinates appropriate travel and accommodation arrangements for designated Leader’s attendance at conferences and meetings, confirms reservations, and establishes an itinerary.Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enters and collects data, and compiles relevant statistical information and reports. Drafts agendas, gathers background materials, attends and records proceedings, prepares and distributes minutes, and takes follow-up actions. Maintains a bring-forward system.Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties. Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.Completes and submits eForms for designated Leaders; processes timekeeping for assigned staff; and liaises with Finance, Payroll and Human Resources as necessary.Provides project support, researches information, tracks statistical data, and compiles and analyzes data involving new projects, and the interpretation and application of policies and procedures.What you bringA level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level.Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.Demonstrated interpersonal and time management skills.Demonstrated ability to record and transcribe minutes of meetings.Ability to type 60 words per minute.What’s in it for youEvery PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.Access to more than 2,000 in-house training programs.Enjoy a comprehensive benefits package, including municipal pension plan.12 annual statutory holidays with generous vacation entitlement and accruement.Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.Job type: Location: Hours of work: Reference number if available:What we do Provincial Health Services Authority (PHSA) plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-servicesPHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.Privacy PolicyProvincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.Your contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information. The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously.To view the third party vendor privacy policy please refer https://www.brainhunter.com/EN/Privacypolicy.html.Your information is protected using technical and administrative security measures to reduce the risks of loss, misuse, unauthorized access, disclosure and alteration. Some of the safeguards used are firewalls, intrusion detection, physical access controls to our data centres, and information access authorization controls.Personal information will be used by authorized staff only to fulfil the purpose for which it was originally collected or for a use consistent with that purpose. We do not disclose your personal information to other public bodies, third parties or individuals except as required or authorized by law or with your consent. View our PHSA Privacy Policy for more information.If you have any questions about the management of your personal information during the recruitment process, please contact the Talent Acquisition team at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at *******@phsa.ca.