Administrative Assistant/Receptionist - Jobs in Vancouver, BC

Job Description

Job Title: Administrative Assistant/ReceptionistWork Site: 601 West BroadwayStatus:Start Date:Hours:Temporary Full TimeAs soon as possible0800-1600Days off: Saturday, Sunday, Statutory HolidaysSalary: $21.67 - $28.44 per hourReference#: 171830-cmcCome work as an Administrative Assistant/Receptionist with Vancouver Coastal Health (VCH)!Reporting to the Clinical & Systems Transformation (CST) Project Office Executive Assistant, the Administrative Assistant/Reception acts as the office receptionist and is responsible for providing confidential administrative assistance and secretarial support to the Director and Project Team. Responds to client and staff requests and routine inquiries, demonstrates knowledge of the Project, and/or refers inquiries to the appropriate area for further action. Triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps the Director apprised of issues and activities. Works independently and communicates with internal and external stakeholders/customers on behalf of the Director and the Project Office in a manner that promotes positive and respectful relationships across Providence Health Care (PHC), Provincial Health Services Authority (PHSA) and Vancouver Coastal Health (VCH).As an Administrative Assistant/Receptionist with Vancouver Coastal Health you will:

• Act as a receptionist, represents the Project Office, greets visitors, responds to requests in a professional manner, provides/obtains pertinent information and/or refers to appropriate area for further action. Demonstrates knowledge of and awareness of the CST Project and the participating health organizations.
• Maintain/process timekeeping records, vacation entitlements and schedules, etc., responds to related queries, and resolves any issues. Receives staff absence calls and informs appropriate managers/directors.
• Compile and collates analytical information/data to assist in trending, comparing and benchmarking activities.
• Oversee the set up of parking and security, and key scan access, coordinates building maintenance on behalf of the office as appropriate and applicable to the position. Ensures consistently functioning administrative tools, systems and services in a systematic and organized manner.
• Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, confirmation of attendees, compilation of background information and supporting materials, preparation of packages/summary documents to assist in decision making and meeting facilitation, meeting location booked and confirmed, and all technology in good working order in advance of the meeting. Maintains meeting room calendars.
• Produce well-designed and accurate reports, correspondence, presentation materials, spreadsheets, and memos. Maintains and updates various computer databases and web pages.
• Maintain a consistently updated and accurate appointment schedule for the director, and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Provide administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Represent interests of applicable director/department in administrative matters utilizing strong communication abilities and an understanding of stakeholder needs.
• Ensure appropriate dissemination of information about organizational and/or program/service procedures and processes and the status of issues to internal and external stakeholders.
• Assist in budget management by monitoring invoices and expenditures, ensuring invoices are authorized to predetermined amounts, and analyzing and reporting variances for the Project Office.
• Perform other related duties as assigned.

QUALIFICATIONS:Education & Experience

• Graduation from a recognized administrative assistant/secretarial post-secondary program.
• Three (3) years of administrative support experience or an equivalent combination of education, training and experience.
• Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills and the ability to type a minimum of 60 w.p.m.

Knowledge & Abilities

• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Liaises in a professional and courteous manner with managers/directors, staff and the public to gather and disseminate information.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) in order to represent the Director’s interests.
• Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
• Collaborates with peers to ensure administrative systems and processes are consistently followed and monitored for effectiveness and that gaps are addressed and resolved when identified.
• Employs expertise in the use of current computer applications to create a variety of documents and presentations.

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Officer Order and the Health Sector Order), as of October 26, 2021, all employees working for Vancouver Coastal Health must be fully vaccinated for COVID-19. Proof of vaccination status will be required.WHY JOIN VANCOUVER COASTAL HEALTHVCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and "going first" when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

Diversity, equity, and inclusion are essential to our goals of creating a great place to work and delivering exceptional care. We acknowledge and accommodate unique differences and ensure special measures are in place so that all prospective and current employees are given an opportunity to succeed.We are committed to building a representative workforce and encourage applications reflecting diversity of sex, sexual orientation, gender identity or expression, racialization or ancestry, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.Vancouver Coastal Health is proud to be recognized as one of Canadas Top 100 Employers in 2022.Please note: The duration of this temporary position is until approximately March 2023.Please note that a resume is required to apply to this posting.Hours of Work may vary due to project requirements.Only short-listed applicants will be contacted for this posting.***Employees of VCH must apply via the Internal Application Process. Refer to the https://my.vch.ca/working-here/job-postings site for How to Apply instructions. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***Thank you for your interest in Vancouver Coastal Health.Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected