Administrative Secretary, BC Children's & Women's Health Centre, Vancouver BC

at  PHSA

WHAT YOU BRING

Education, Training and Experience

• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three (3) year’s recent, related experience or an equivalent combination of education, training and experience.

Skills & Knowledge

• Ability to keyboard at 60 wpm
• Ability to communicate effectively both verbally and in writing
• Physical ability to carry out the duties of the position
• Ability to organize and work.
• Ability to operate related equipment
• 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 DO

BC Children’s & Women’s Health Centre is part of the Provincial Health Services Authority (PHSA). BC Women’s Hospital & Health Centre (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education. BC Children’s Hospital (BCCH) provides care for the most seriously ill or injured children and youth from across British Columbia.
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 and BC Children’s & Women’s Health Centre are 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.

• Transcribe and type a variety of material such as consult reports, patient histories/reports, research papers and abstracts, manuscripts and papers for publication, grant proposals/applications, statistics and minutes of meetings from drafts or dicta equipment. Distributes materials as necessary. Print out or types appointment lists and appointment letters as requested for patients and staff/physicians and sends via email or regular mail. Compose correspondence/letters for routine inquiries and submits for signature.
• Maintain appointment calendars by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Make travel arrangements as required. Prepare physician’s on-call roster for coverage and distribute schedule.
• Support the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintain curriculum vitae for medical staff. Provide orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provide clinical administrative support to Residents and Fellows including the preparation of materials. Prepare schedules including the on-call schedule for Residents and Fellows.
• Attend departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepares minutes/reports and take follow up action.
• Answer telephone, screens callers, greets and redirects visitors, responds to queries, takes/relays messages and/or redirects callers to appropriate personnel or area. Screens and prioritizes incoming material for the attention of appropriate personnel.
• Receive and process requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts. Co-ordinates, pre-registers and confirms patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedule follow up appointments for patients as needed and confirms appointments in advance of scheduled times. Notify the appropriate departments and patients/families of any cancellations.
• Obtain written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtain other essential information in accordance with established policies and procedures regarding the release of client information. Record demographic information when patient arrives and explains multi-disciplinary appointment system to parent(s) or guardian(s).
• Set-up and maintain filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
• Prepare expense claim forms for physician payment when requested and sends to appropriate hospital department for processing. Prepares Fee for Service billing statements as needed and submits to Medical Services Commission.
• Compile, maintain and store patient information, various statistics, index cards and related medical information. Input data to appropriate database, and prepares summary reports using manual/computerized spreadsheets. Access and extract requested data from the computer system for appointment and other purposes; print and forward to designated personnel according to established procedures.
• Monitor departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
• Perform other related duties as required.