Administrative Assistant, Emergency Health Services, Kamloops BC - Jobs in Kamloops, BC

Job Description

Administrative Assistant,Emergency Health Services - Corporate,Kamloops, BCAre you a highly organized person with strong asministration skills Reporting to the Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area.What you’ll do

• Perform secretarial and administrative duties such as screening incoming materials, sorting, prioritizing, logging, track and distribute incoming correspondence and briefing notes and maintaining a bring-forward system.
• Prioritize items for the individual attention, responding to routine inquiries by drafting correspondence, inputting payroll, and preparing minutes/reports and agendas for meetings.
• Create documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
• Coordinate 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.
• Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Schedule appointments/meetings and determine urgency of requests in order to respond to scheduling requirements.
• Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
• Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Respond to routine verbal and written inquiries from the public, government staff and other agencies, and provide information such as brochures, packages, forms or applications.
• Update and/or assemble manuals, maintain administrative policy and procedures manuals.
• Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; checks accuracy and completeness of financial documentation.
• Maintain office supplies according to pre-determined re-order levels; arranges for maintenance and repair of equipment such as transcription and photocopying equipment.
• Arrange conferences, including booking meeting locations, arranging logistics and catering.
• Attend meetings, provides transcription services, and sends out notifications of upcoming meetings as required. Ensure timely follow up on outstanding items.
• Coordinate legal processes for the office, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, Police agencies and Coroner, and arranging for travel and reimbursement if necessary.
• Maintain contact lists, email distribution lists and phone lists.
• Other related duties as assigned.

What you bring

• Grade 12, graduation from a recognized secretarial program, and three years’ recent, related experience or an equivalent combination of education, training and experience
• Ability to keyboard at 60 wpm
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively
• Physical ability to carry out the duties of the position
• Ability to organize work
• Ability to operate related equipment.

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 Regular Full-TimeWage $26.65 per hourLocation KamloopsHours of work 08:00-16:00Reference number 134161What we doBC Emergency Health Services (BCEHS) bcehs.ca provides provincial emergency medical care and patient transfer services. (BCEHS) is part of the Provincial Health Services Authority (PHSA).(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.Quick Apply

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