Administrative Assistant 1, qathet General Hospital

Salary

The salary range for this position is CAD $24.77/Hr. - CAD $32.52/Hr.

Job Summary

Come work as an Administrative Assistant 1 with Vancouver Coastal Health (VCH)!

Reporting to the Director, the Administrative Assistant 1 provides confidential administrative assistance and secretarial support to the designated Director and programs/services. Triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps the Director apprised of issues and activities. Interacts primarily with director/managers and their administrative support staff throughout the CoC and across VCH to professionally represent the Director’s interests, share information, clarify details and answer questions. Works independently and communicates with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships.

As an Administrative Assistant 1 with Vancouver Coastal Health you will:

• Provide administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
• Maintain a consistently updated and accurate appointment schedule for the director, and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Produce well-designed and accurate reports, correspondence, presentation materials, spreadsheets, and memos. Maintain and update various computer databases and web pages.
• Represent the interests of the applicable director/department in administrative matters utilizing strong communication abilities and an understanding of stakeholder needs.
• Ensure appropriate dissemination of information about organizational and/or program/service procedures and processes and the status of issues to internal and external stakeholders.
• Assist in budget development ensuring information is current and accurately compiled, monitor expenditures and ensure invoices are authorized to predetermined amounts, and analyze and report variances for the program/department.
• Maintain/process timekeeping records, vacation entitlements, etc. and respond to related queries.
• Compile and collate analytical information/data to assist in trending, comparing and benchmarking activities.
• Provide consistently functioning administrative tools, systems and services in a systematic and organized manner, and maintain readily available stationary and supplies.

Qualifications

Education & Experience

• Graduation from a recognized administrative assistant/secretarial post-secondary program plus three (3) years of senior administrative support experience or an equivalent combination of education, training and experience.
• Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills and the ability to type a minimum of 60 w.p.m.

Knowledge & Abilities

• Exercise considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Liaise in a professional and courteous manner with managers/directors, staff and the public to gather and disseminate information.
• Communicate in a compelling, clear and understandable manner (both verbally and in writing) in order to represent the Director’s interests.
• Apply excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Practice care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
• Collaborate with peers to ensure administrative systems and processes are consistently followed and monitored for effectiveness and that gaps are addressed and resolved when identified.
• Employ expertise in the use of desktop computer applications to create a variety of documents and presentations.
• Physical ability to perform the duties of the position.

Closing Statement

The hours of work including days off and work area may be subject to change consistent with operational requirements and the provision of the Collective Agreement and applicable statutes. Successful applicants may be required to complete a Criminal Records Review Check.

As per Ministry of Health policy, all health care workers working in publicly-funded health care facilities are required to report their past receipt of certain vaccines or history of certain infections. Collecting these records will allow for offering of any missing vaccines, and for appropriate actions to be taken in the event of any future exposure to a communicable disease or during outbreaks. For all new hires and appointments to Vancouver Coastal Health, you will be asked to provide this information as part of the onboarding process.

Why Join Vancouver Coastal Health (VCH):

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

At Vancouver Coastal Health, our vision of healthy lives in healthy communities inspires us and our values and pillars guide us. We support equitable practices, diverse teams and inclusive environments, which are vital to creating welcoming spaces where everyone can bring their whole selves to work and feel supported. We encourage applications from equity-deserving communities, including Indigenous Peoples and members of racialized groups, people with disabilities and people of all gender identities and expressions and sexual orientation. Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2024.

Only short-listed applicants will be contacted for this posting.