Receptionist and Service Support

at  PHSA

RECEPTIONIST AND SERVICE SUPPORT

Office Management
Vancouver, BC
In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Manager, Multi-Site Building Operations, the Receptionist is the first point of contact for the general public, government representatives from the Ministry of Health and senior staff from other health care organizations. The Receptionist will support a variety of functions dealing with very sensitive and confidential material that often has an impact on the organization. As this position is the first line contact for incoming calls and visitors to the corporate office, strong communication and interpersonal skills are required.

WHAT YOU BRING

Qualifications

• A level of education, training, and experience equivalent to Grade 12 plus completion of relevant business or secretarial courses and three (3) years of recent, related experience.
• Demonstrated ability to deal with multiple tasks and deliver required results on deadline without close or constant supervision. Demonstrated ability to exercise judgment independently. Demonstrated ability to communicate, both verbal and written, in an effective professional manner with all levels of staff. Demonstrated ability to work with confidential and sensitive issues. Strong attention to detail. Demonstrated ability to use related equipment including word processing, spreadsheet, database(s), email, and internet applications.

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 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 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 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.

• Performs reception duties for the PHSA corporate / CEO office, including receiving and directing visitors, responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
• Performs general clerical support by performing tasks such as receiving, sorting and distributing incoming and outgoing mail, screening the 1333 West Broadway email inbox and responding as necessary, typing, copying, faxing, and coordinating couriers as requested.
• Processes employee access ID and temporary passes for the 1333 West Broadway location, ensuring appropriate process are followed.
• Creates and accesses spreadsheets, inputs information utilized for the creation of mailing and contact lists; accurately creates and maintains the 1333 West Broadway distribution lists and updates the SharePoint site as needed.
• Orders supplies for the corporate office by using on-line ordering and completing purchase requisition and forwarding to Logistics for processing.
• When requested, assists the Board Liaison with the creation of Board material, Board correspondence and Board meeting schedules. Tracks any relevant Board meeting expenses, coordinates logistics for designated personnel attendance at meetings, and makes any necessary travel and accommodation arrangements as required.
• Monitors/maintains the office equipment and arranges for service calls and/or repairs to be performed as directed.
• Maintains a coordinated and up-to-date calendar for designated meeting rooms by determining urgency and nature of requests, scheduling and making necessary arrangements for equipment, catering and supplies as required, and resolving time conflicts.
• Prepares and updates various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Utilizes 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. Collects and enters data, and compiles relevant statistical and other information into structured documents.
• Assists in budget management by monitoring invoices and expenditures, ensuring invoices are authorized to predetermined amounts, and analyzing and reporting variances for the Operations Manager.
• Completes and submits a variety of eForms for designated Leaders; and liaises with Finance, Payroll and Human Resources as necessary.