Clinic Administrative Support, TB Clinics - BC Centre for Disease Control

at  PHSA

CLINIC ADMINISTRATIVE SUPPORT, TB CLINICS

BC Centre for Disease Control
Vancouver, BC
Please note that you must be able to work at both the Vancouver and New Westminster TB Clinics.

WHAT YOU BRING

Qualifications

• Post secondary graduation from a recognized business or secretarial program supplemented by a course in medical and or scientific terminology or relevant combination of education and training.
• Three (3) years administrative experience in a medical / scientific environment.

Skills & Knowledge

• Understanding of department terminology such as medical, scientific, research or information technology.
• Computer literacy with software programs such as word-processing, presentation, spreadsheets, databases, browsers and electronic mail.
• Demonstrated problem solving, customer service, sound judgment, organization and strong interpersonal skills.
• Ability to type 50 words per minute.
• Demonstrated ability to interact with BCCDC staff, university faculty, health officials, contractors and the general public. Effective oral and written communication skills in the English language.
• A high degree of accuracy, attention to detail and capable of independent error checking.
• Ability to prioritize projects within deadlines.
• Physical ability to carry out the duties of the position.
• 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 of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

WHAT WE DO

The BC Centre for Disease Control (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.
BCCDC is part of the Provincial Health Services Authority (PHSA).
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 BCCDC is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.
One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca.
Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC’s Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study

• Perform data entry functions and general word processing duties such as inputting client information into relevant computerized systems, maintaining relevant registers, assigning file numbers updating manuals, and preparing medical, legal, and other reports, charts, tables, letters, presentation material and newsletters from rough draft and general instruction and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases. Prepare and distribute minutes of meetings. Distribute documents and files as requested.
• Gather and compile information as required, such as client information statistics. Perform record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed and conducting file searches for requested information. Reply to routine correspondence and formulates a reply to others.
• Operate a multi-line switchboard or phone, and performs reception duties such as directing calls, receiving and relaying messages, and receiving and directing visitors. Refer problems to appropriate person.
• Answer general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, staff, and the public, and provides direction and/or general information about programs and policies. Refer problems to appropriate person.
• Receive, sort and distribute incoming and outgoing mail, faxes, internal correspondence, and courier documents. Sign for receipt of packages and shipments.
• Assist with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, and summarizing information for physician and health care providers. Schedule and confirm clients for services, send out appointment reminders, and establish and maintain clinic flow.
• Receive, record, check, and balance financial transactions including receiving payments and issuing receipts.
• Operate office equipment such as photocopiers, shredders, and fax machines, and carries out minor maintenance, such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refer further maintenance required to appropriate person.
• Place purchase orders with external suppliers, receive supplies, check invoices against orders and goods received, store and distribute supplies, and contact suppliers to obtain and/or provide general information.
• Prepare and package medical and non-medical supplies for shipping by performing duties such as packaging, insulating and labeling. Contact couriers and prepares waybills as required.
• Participate in program planning and research within the service line of Clinical Prevention Services by participating in quality and safety initiatives, accreditation and other PHSA initiatives. Providing input into research planning and implementing research activities and assisting in review of research results.
• Perform other related duties as assigned.