Program Assistant, BCEHS Job at PHSA
BC Emergency Health Services
Victoria, BC
Regular, Full Time
The Program Assistant supports a Clinical Operations Director and serves as a vital linkage and communication source to keep the department informed and aligned to its priorities. The position is accountable for providing confidential administrative and secretarial support for a department, following administrative policies and procedures and organizes the day-to-day administrative operations to ensure accurate and timely delivery of services. The Program Assistant supports leadership in setting a positive, collaborative, efficient tone for the department.
What you'll do
- Respond to verbal and written communication and liaise internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues
- Effectively triage visitors, telephone calls, correspondence and incoming materials, distributing as appropriate, taking and relaying messages, and directing visitors.
- Prepare and update various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner including material that is confidential or sensitive in nature.
- Utilize 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; Enter and collect data, and compile relevant statistical information and reports.
- 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 and meeting facilitation; Coordinate administrative meeting logistics and make catering, travel and accommodation arrangements; Attend and act as a recorder for confidential meetings and follow-up on action items as required.
- Authorize expense reimbursements and invoices up to a pre-determined limit, and utilize an expenditure tracking system to ensure expenditures and invoices are authorized and processed in a timely and accurate manner; Complete purchase requisitions/online purchasing and forward for processing, and ensure invoices are authorized for payment
- Ensure appropriate supplies and support materials are available and equipment is in working order.
- Process timekeeping for assigned staff and liaise with Finance, Payroll and Human Resources as necessary.
- Actively participate in team meetings and provide input to new policies, processes, quality improvement activities, and the development of strategies.
What you bring
Qualifications:
A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three (3) years recent related experience.
Skills and Knowledge:
- Demonstrated ability to work both independently and collaboratively, resolve administrative issues, prioritize workload, and be flexible to adapt to changes in organizational priorities.
- Microsoft Office applications, including word processing, spreadsheet and presentation software, at an intermediate level.
- Strong organizational skills and ability to prioritize workload, 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.
- Experience recording and transcribing minutes of meetings.
- Ability to type 60 words per minute.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- As a strong asset for consideration, we are looking for our successful candidate to have knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
What we bring
Every 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 and 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, development, and recognition programs that honour the commitment and contribution of all employees
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.
Job Type: Regular, Full-Time
Salary Range: $44,088 – $57,865 /year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan.
Location: 3300 Douglas St. Victoria, BC
Closing date: May 15, 2023
Hours of Work: 0830 – 1630 (Monday to Friday)
Requisition # 144982E
Salary Range: $44,088 – $57,865 /year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan.
Location: 3300 Douglas St. Victoria, BC
Closing date: May 15, 2023
Hours of Work: 0830 – 1630 (Monday to Friday)
Requisition # 144982E
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
What we do
BC Emergency Health Services (BCEHS) provides provincial emergency medical care and patient transfer services.
The Provincial Health Services Authority (PHSA) plans, manages 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-services
PHSA is committed to employment equity, 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, background and experience, and value a safe, inclusive and welcoming environment.
Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments’ unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.
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