Administrative Assistant, Professional Practice & Learning Strategy and Inn

at  Fraser Health

Salary range: The salary range for this position is CAD $24.76 - $32.50 / hour Why Fraser Health?:
We have an exciting opportunity for a Full Time Administrative Assistant, Professional Practice & Learning Strategy and Innovation to join our team in Surrey, B.C.
We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust.

Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields. Fraser Health offers opportunities for career growth and advancement and competitive benefits, including but not limited, to:

• Four weeks of vacation to start
• Comprehensive 100% employer paid benefits
• Immediate enrollment in a defined municipal pension plan
• 87% maternity top-up
• 50% subsidy on Translink passes

EDUCATION AND EXPERIENCE

Grade 12 plus graduation from a recognized administrative or secretarial program, plus three (3) years of recent, related experience in a health care environment, or an equivalent combination of education, training and experience.

PROFESSIONAL/TECHNICAL CAPABILITIES

• Ability to type 55 w.p.m.
• Knowledge of relevant software applications including word processing, spreadsheet, database, presentation, graphics, desktop publishing.
• Proficiency with all Microsoft Office applications at an intermediate level.
• Ability to design and create informational and marketing literature.
• Ability to work independently and manage multiple and rapidly changing priorities.
• Ability to deal effectively with others.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

Working in support of creating remarkable patient experiences, the Administrative Assistant provides administrative support to the Directors within Professional Practice and LSI. Performs duties such as drafting and typing a variety of documents, maintaining calendars and preparing for meetings and events, generating a variety of reports and materials, assisting with the implementation and evaluation of training programs, assisting with staff onboarding, maintaining core documents and website, and developing and implementing new work methods and procedures.

Responsibilities:

• Provides confidential administrative support to the Director, Professional Practice and LSI and the Professional Practice and LSI departments.
• Drafts, designs, transcribes, and types a variety of documents such as correspondence, reports, presentations, memoranda, education materials, manuals, and flyers.
• Manages appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences; resolves scheduling conflicts and issues. Arranges meetings as directed; books and sets up meeting rooms, prepares agendas, organizes materials, records and prepares minutes, and conducts or ensures action item follow up.
• Assists with the preparation and implementation of professional practice and LSI training programs/courses/workshops by compiling and preparing course descriptions, marketing materials, and registration forms/criteria; communicates and markets events through online registration systems, the Professional Practice and LSI intranet page and calendar and other media as appropriate. Assists with course registration, manages wait lists and communicates with participants.
• Provides assistance with conducting pre and post training program/course/workshop evaluations as required; inputs, tracks and reports on statistics. Creates solutions, processes and systems that enhance the evaluation process.
• Assists with onboarding of new staff; works in conjunction with Talent Acquisition and Onboarding, People & Organizational Development and Payroll as required. Follows up with any outstanding issues, maintains related records and fields onboarding questions.
• Responds to a variety of internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.
• Updates and maintains various Professional Practice and LSI core documents including resource materials and internal work process; catalogues and archives materials and makes sure updated documents are available and accessible as appropriate. Maintains the department’s Pulse page ensuring updated information is posted appropriately.
• Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
• Performs record management duties such as setting up and maintaining filing systems and databases, and conducting file searches for requested information. Assists with maintaining the department learning hub.
• Assists with monitoring expenditures for budget purposes; receives invoices and processes as appropriate.
• Performs timekeeping duties and reviews labour distribution reports as required.

Qualifications: