Job Description

:

Summary

Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Drug Checking (DC) Implementation Lead, and/or under the work direction of Senior Policy Advisor, the Program Administrative Assistant performs a variety of administrative functions in support of the program and/or designated Program Leads. Provides administrative support utilizing computerized word processing, database, spreadsheet and presentation software to produce confidential correspondence and other communications, to input and organize data, display results and prepare presentations. Schedules and prioritizes appointments and arranges meetings. Answers queries from public, drug checking partners, trainees and external partners. Develops and maintains filing systems. Assists with various human resources processes and disseminates information including medical-legal, labor relations, and disciplinary correspondence. Supports program specific projects and teams. As required, works with other Administrative Assistants/Project Coordinators to ensure coverage in designated areas and to assist with priority organizational projects.

Qualifications / Skills and Education

Education, Training and Experience
High School Diploma, completion of a recognized secretarial or business program and three (3) to five (5) years\xe2\x80\x99 recent related experience, or equivalent combination of education, training and experience.

Skills and Abilities

• Sensitivity and understanding of issues related to drug use and harm reduction.
• Demonstrated ability to work with diverse populations.
• Ability to handle multiple, complex and competing priorities.
• Ability to communicate effectively both orally and in writing.
• Ability to handle confidential information.
• Ability to work in a team environment and with minimal supervision.
• Ability to demonstrate effective interpersonal skills.
• Ability to organize and prioritize workload and to meet deadlines.
• Ability to keyboard at 50 WPM.
• Ability to take and transcribe minutes of meetings.
• Intermediate to advanced skills using a variety of computerized software packages such Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook), related databases and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software would be an asset.
• Working knowledge of basic bookkeeping/accounting procedures and concepts.
• Physical ability to perform the duties of the position.

Duties and Responsibilities

1.Coordinates the day-to-day administrative functions for the DC Implementation Lead and Senior Policy Advisor.
2.Schedules and prioritizes appointments, arranges meetings including booking meeting rooms and arranges catering and any media services required, prepares and distributes agendas, and takes and finalizes meeting minutes, and ensures that all handout materials and other supplies are available; takes follow up action as designated.
3.Manages day-to-day confidential correspondence, including mail, e-mail and voice-mail for the DC Implementation Lead and Senior Policy Advisor or assigned delegate(s). Responds to verbal and written inquiries and forwards to appropriate designate. Identifies, prioritizes and takes follow-up action on items as required.
4.Assists the DC Implementation Lead in confidential human resources processes such as setting up and coordinating team interviews of candidates for a variety of program leadership positions, and preparing confidential documents regarding Program staff.
5.Utilizes word processing, spreadsheet and presentation software to produce a variety of reporting materials such written reports, briefing documents, correspondence, spreadsheets and presentations utilizing word processing, excel spreadsheet and presentation software for meetings/seminars.
6.Answers queries from public, drug checking partners, external partners, and drug checking trainees and helps manage email, phone and website channels of communication. Liaises with other programs/departments to obtain and relay information in support of program activities.
7.Develops and maintains filing systems for the Program, both in hard copy and electronically, to ensure access and timely retrieval of information. Compiles, collates and summarizes information to assist with reports, briefs and projects.
8.Assesses material and office supply needs and orders as required.
9.Supports program specific projects and teams in the development and operational implementation of assigned projects and initiatives. Act as a resource to project team and staff, including developing project actions, providing support, monitoring deliverables, and maintaining project timelines.
10.Makes required travel arrangements and reservations including confirming dates, contacting travel agents, obtaining cost, billing information, and submitting expense reports for reimbursement to the BCCSU Financial Manager. Verifies and forwards itineraries as required.
11.Processes expenses and related documentation by compiling receipts, credit card statements, invoices and completing cheque requests for reimbursement. Reviews and ensures appropriate account information is included on the documents.
12.Performs other related duties as assigned.
Vaccination Flag

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Providence Health Care