Program Secretary, Cantral Lab Services, PHSA Corporate, Vancouver BC

Program Secretary, Central Lab Services,

PHSA Corporate,

Vancouver BC

Performs secretarial and administrative duties for Central Lab Services and the Hematopathology Program within the Department of Pathology & Lab Medicine at C&W. Provides secretarial support to the Program Director and other Program staff. Duties include scheduling appointments, typing a variety of material, filing, responding to telephone inquiries, arranging meetings, screening incoming materials, and prioritizing items for the Program Director and Program staff.

What you'll do

• Draft and type a variety of material such as letters, memoranda, reports, and educational materials utilizing a variety of software programs; compose and sign correspondence such as meeting invitations, memos, and notices on behalf of Program Director and staff.
• Schedule meetings as required by the Program Director, Team Lead, and Program staff. Perform duties such as communicating with other staff regarding availability for meetings, booking meeting rooms, arranging equipment, contacting attendees, typing and circulating notices, and assembling and distributing information such as correspondence, reports, and subject files in preparation for meetings; record, transcribe, and distribute minutes of meetings and take follow-up action when appropriate. Resolve scheduling conflicts by prioritizing meetings.
• Schedule inpatient and outpatient appointments for special tests such as bone marrow procedures, INRs, and osmotic fragility. Transcribe reports such as bone marrows and prepare labels for slides.
• Prepare staff rotation schedules and input into an electronic system including any edits for schedule changes such as sick time, vacation, and on-call. Organize operating procedures; compile and maintain a manual of operating procedures for clerical staff.
• Perform a variety of receptionist duties such as receiving visitors, providing information and directing them to the appropriate area, answering the telephone and directing calls, responding to inquiries, taking messages, and prioritizing calls for the Program staff. Handle inquiries and prioritize visitors for staff.
• Set up and maintain filing systems for a variety of records and files such as correspondence and reports by performing duties such as creating and labeling files and filing material. Maintain office supplies by monitoring inventory and ordering supplies, when required, using appropriate software programs, up to pre-authorized limits. Arrange for service/maintenance of equipment, appliances, furniture, etc.
• Process incoming and outgoing mail by performing duties such as opening and screening incoming mail, preparation of invoices by applying financial codes for authorization for payment and directing to appropriate Program personnel, prioritizing items for attention of Program Director, addressing envelopes for outgoing mail and forwarding to the mail room; arrange for courier pick-up and delivery by performing duties such as contacting courier company, completing delivery slips, and signing for envelopes received.
• Prepare monthly workload units for comparison analysis. Collect data from the Lab Information System and then enter it into a template for comparison by senior staff with other periods.
• Administer Pat Ross Education Fund for staff of the Department of Pathology & Lab Medicine by receiving requests for education funds, submitting to committee for approval, and processing receipts for reimbursement by Finance. Track expenses as per the guidelines.
• Coordinate staff training for various onsite courses and staff orientation for new staff members and residents.
• Under direction from Team Lead and/or Medical staff, assist in projects in the lab such as renovations in the staff lounge and changing overhead lighting to energy-efficient lights in the lab.
• Assist Team Lead within the department to coordinate or integrate procedural change within the department by drafting communication, etc.
• Maintain division library of books and catalogues by ensuring books are prepared for cataloguing and signed out as per guidelines.
• Perform other related duties as assigned.

What you bring

Education, Training and Experience

• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription, and three years 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.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, and development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services, and operations - offering vast opportunities for growth and development.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including a municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work-friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job Type: Regular Full-Time

Wage: $27.77/hr.

Location: Vancouver, BC

Hours of Work: 7.5 hour shifts between 0800 - 1700, Mon - Fri.

Requisition #: 140822

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, backgrounds, and experiences, and value a safe, inclusive, and welcoming environment.