Job Description

Administrative Assistant 1,
Talent on Demand,
Vancouver. BC

The Administrative Assistant provides confidential administrative and secretarial support to the designated leader and assists with the activities of the program/service.

What youll do

• Produces a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing, spreadsheet and project management software packages, including creation of files, tables, spreadsheets and project plans. As requested investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Photocopies and distributes documentation such as correspondence and reports.
• Research and compile information for the preparation of speeches, presentations and reports. Develop presentation materials, including graphs, charts and slides, using desktop publishing and presentation software and digital recording technology.
• Participate in a variety of projects. Responsibilities include researching information, tracking statistical data and compiling and analyzing data involving new projects, the interpretation and application of policies and procedures.
  Investigates financial matters for discrepancies and variances.
• Screen incoming materials, prioritize items for immediate attention and distributes as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
• Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence, ascertaining status of item/issue and investigating designated items.
• Maintain appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
• Respond to verbal and written communication. Responsibilities include screening requests and inquiries, making a determination on importance/urgency of request, providing a response and/or forwarding to the appropriate person. Liaise with external organizations and respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
• Assist in budget development and monitors expenditures. Authorize expense reimbursements and invoices up to the pre-determined limit.
• Responsible for developing communications plan in collaboration with team members and corporate communications, and for internal ad hoc communications.
• Prepare and submit employee time records to Payroll. Investigate and respond to timekeeping inquiries and corrects discrepancies.
• Design and maintain filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintain a bring-forward system.
• Make arrangements for travel and accommodation for a variety of personnel for attendance at industry meetings and conferences by performing duties such as contacting travel agency, confirming reservations and establishing an itinerary.
• Maintain inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase orders for approval, forwarding to purchasing for processing and receiving supplies.
• Perform other related duties as assigned.

What you bring

• A level of education, training and experience equivalent to a post-secondary diploma in Business and four (4) years recent related experience, including two (2) years at a senior level.
• Able to work independently and resolve financial, budgeting and administrative issues/problems.
• Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
• Demonstrated flexibility to meet and adapt to changes in organizational priorities.
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
• Must possess analytical skills.
• Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries.
• Demonstrated interpersonal skills to provide effective financial support at the senior management level. Demonstrated ability to work as a member of a diverse team.
• Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Demonstrated time management skills to assist others in meeting deadlines.
• Ability to type 60 words per minute.
• Physical ability to carry out the duties of the position.

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. Thats why were focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BCs largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our Sanyas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• PHSA is a remote work friendly employer; welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Casual (Monday - Friday 37.5 per week)
Wage: $22.00 - $28.00/hour - as a casual employee, total earnings include an additional 13% in lieu of benefits and paid vacation. The rate for this position would be determined with consideration of the successful candidates relevant education and experience, and would be in alignment with the provincial compensation reference plan.
Location: Vancouver, BC
Hours of Work: 08:30-16:30
Requisition # TOD03142023

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021 - (BC Vaccine Passport required).

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, background and experience, and value a safe, inclusive and welcoming environment.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.

This position is part of PHSA Talent on Demand - an in-house recruitment service providing talent to PHSA and other health authorities. We manage a robust talent pool of service-minded professionals who are available to start work immediately. Talent on Demand creates a gateway for those who wish to achieve their career goals. Successful candidates will gain significant health care experience and can transition into long-term, permanent roles within PHSA. For more information, visit talentondemand@phsa.ca.