Administrative Assistant, Provincial Assessment Centre

at  PHSA

ADMINISTRATIVE ASSISTANT, PROVINCIAL ASSESSMENT CENTRE

BC Mental Health Program
Coquitlam, BC
In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Administrative Assistant provides a variety of clerical support to the department and/or program area. Acts as a receptionist, receives incoming/outgoing material, provides transcription services, compiles designated material for distribution, maintains timekeeping records, provides word processing of a variety of documents, maintains stationary levels and ensures equipment maintenance, sets up filing systems, takes, transcribes and distributes minutes, coordinates coverage for absences, maintains/balances petty cash account and performs a variety of clerical duties.

WHAT YOU BRING

Qualifications

• Grade 12, Office Administration certificate, plus one (1) year recent related experience, or an equivalent combination of education, training and experience.

Skills & Knowledge

• 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.).
• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently and in cooperation with others.
• Ability to operate related equipment.
• Ability to organize and prioritize.
• Ability to type at 50 w.p.m.
• Business writing skills
• Knowledge of office practices and procedures.
• Ability to establish and maintain rapport with clients.
• Knowledge of medical terminology.
• Physical ability to carry out the duties of the position.

WHAT WE DO

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.

• Acts as a receptionist by answering telephone, determining urgency of call and referring or taking messages, verifying appointments, greeting clients, advising staff when appointments have arrived, providing general information over the phone and in person about program services and other available community resources and referring inquiries as appropriate.
• Receives incoming/outgoing material by methods such as sorting and directing mail to appropriate team member; responds to routine written enquiries/material by drafting correspondence for signature. Coordinates the transmittal of faxes by operating equipment and distributing material.
• Assists with timekeeping by advising Clinical Services Manager of staff attendance, reporting absences such as vacation, sick time and leaves of absences, tracking vacation entitlements and vacation taken, verifying vacation balances, informing staff of balances, and providing information to Clinical Services Manager to assist with vacation scheduling.
• Accepts calls from team members regarding illnesses/absences by methods such as taking messages and forwarding to appropriate personnel. Calls in casuals according to pre-determined guidelines and refers problems and/or difficulties to Clinical Services Manager. Maintains seniority lists for casual staff.
• Provides transcription services by methods such as transcribing assessments, case reviews, progress notes and termination summaries correspondences according to priority level and date of dictation; proofreading and editing documents for stylistic consistency, accuracy, and ensuring format, punctuation and grammar are correct; providing completed documents for review and signature; revising documents as requested; distributing copies and filing information appropriately.
• Types/formats a variety of technical and non-technical material, such as correspondence, reports, forms, agendas from verbal instruction and/or draft notes using word processing and other software applications. Composes and signs routine correspondence such as form letters or departmental memorandums as directed. Prepares a variety of presentation material and graphics, such as overhead slides, newsletters, brochures and pamphlets using word processing, graphic and other software applications. Updates/maintains and generates a variety of standard reports utilizing various spreadsheets/databases.
• Attends meetings, takes, word processes and distributes minutes, and sends out notifications of upcoming meetings as required.
• Develops/maintains filing systems including organizing files, filing, assembling, culling and ensures appropriate documentation is retained on file.
• Assists with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, creating client files. Inputs, updates, and closes client records using various programs and tracking software.
• Supports clients as required by methods such as booking appointments and arranging for transportation according to defined procedures.
• Maintains inventory of stationery supplies by monitoring level of supplies, ordering and/or preparing purchasing requisitions and forwarding for signature; checking goods received with packing slips to verify order received and forwarding invoices for payment.
• Arranges for maintenance and repairs to the office and office equipment by contacting Housekeeper and equipment suppliers and keeps Clinical Services Manager informed of requirements.
• Maintains/balances petty cash fund by preparing requisitions to replenish petty cash.
• Performs other related duties as assigned.