Job Description

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Summary

Providence Health Care (PHC) is a health and wellness resource for all British Columbians.

We\xe2\x80\x99re committed to treating those we serve \xe2\x80\x94 and each other \xe2\x80\x94 with compassion and respect.

While it started with very humble roots, the PHC of today has grown; now there are almost 9,000 people working at our 17 sites.

We have 8,000 staff, 1,500 medical staff/physicians, 200 researchers, 1,600 volunteers.

\xe2\x80\x9cHow you want to be treated\xe2\x80\x9d is now a benchmark \xe2\x80\x94 for all of us, every day.

PHC is strongly committed to creating and maintaining a workplace of choice where employees are recognized and valued. PHC strives to provide work-life balance and promotes a positive work culture by having integrated support model of training, mentoring and coaching so the Manager can support their staff to provide exceptional care.

We see a person before we see an illness. We believe that building relationships with our patients starts from the first encounter. We listen with open minds and hearts to help our patients regain stability and return to the things they enjoy. Providence Health Care provides a range of coordinated emergency, inpatient, outpatient, specialized diagnostic and treatment services and provincial services for people with serious mental illnesses, including those with addictions.

Where we are located
St. Paul\'s Hospital is an acute care, teaching and research hospital located in downtown Vancouver. It is home to many world-class medical and surgical programs, including heart and lung services, HIV/AIDS, mental health, emergency, critical care, kidney care, elder care and numerous surgical specialties.

The Opportunity

Our Medical Affairs Department is seeking a temporary Secretary/Administrative Assistant to support the Medicine Head Physicians.

This ia a 3-month assignment.

If you have at least 3 years\' experience supporting management staff, ideally in a healthcare environment, and possess excellent organizational, technical, and communication skills, we want to hear from you!

Position Overview

Reporting to the Leader, Medical Affairs and receiving work direction from the Physician Division Head, the Secretary:

• performs a variety of secretarial and administrative duties related to the operation of the Division
• schedules, organizes and attends committee/division/ departmental meetings, prepares agendas and transcribes minutes
• maintains appointment schedule for the Physician Division Head including scheduling and booking appointments utilizing computerized scheduling software and personal data assistant (PDA)
• types a variety of material from either dictation or handwritten drafts, utilizing intermediate word processing, spreadsheet, and presentation and graphic software
• screens, prioritizes and processes incoming and outgoing mail and telephone calls/messages
• assists with monthly reports, performs library, internet and on-line journal searches
• sets up and maintains a variety of departmental files, orders supplies and identifies inconsistencies in office procedures

Qualifications / Skills and Education

Education
Grade12, graduation from a recognized secretarial program, supplemented by recognized courses in medical stenography plus three years recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities
Ability to keyboard at 50 wpm.
Knowledge of medical terminology.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.

Duties and Responsibilities

Performs general receptionist/clerical duties for the Division such as greeting and directing visitors, answering general inquiries, answering the telephone, and receiving and relaying messages. Screens, determines urgency and prioritizes issues and items for the attention of the Physician Division Head.

Maintains appointment schedule for the Physician Division Head including scheduling and booking appointments by receiving appointment requests, booking time slot utilizing computerized scheduling software and personal data assistant (PDA), making follow-up appointments and cancelling or adjusting schedule as required, and contacting individuals to provide pre-appointment instructions as appropriate.

Types a variety of technical, non-technical and confidential materials such as business proposals, curriculum vitaes, patient and statistical reports, schedules, presentation materials, memorandums, research papers, abstracts, correspondence, notices and articles, either from dictation or handwritten draft, by utilizing word processing, spreadsheet, presentation and graphic software packages, creating files and setting up columns, tables and spreadsheet calculations.

Retrieves information requested from the library, and/or internet including performing searches and accessing on-line journals as required.

Schedules and organizes meetings for committees and programs by booking meeting rooms, arranging speakers, arranging catering, notifying participants, arranging printing, typing and distributing handouts and agendas, and booking equipment. Summarizes and types evaluations, records and transcribes minutes and notes and distributes as requested. Takes follow-up action on administrative matters as required.

Screens and processes incoming and outgoing mail by performing duties such as opening and date stamping mail, prioritizing items for a variety of personnel, responding to general inquiries and preparing outgoing mail for pick-up.

Assists with Division reports by performing duties such as gathering statistical data and compiling information. Collates and prepares statistical reports regarding departmental/Division activity utilizing word processing and/or spreadsheet software applications.

Sets up and maintains a variety of departmental files and records by performing duties such as creating hard files, filing material according to established procedures and retrieving material as required.

Attends a variety of departmental and/or interdepartmental meetings to provide secretarial support and/or provide information by methods such as typing and circulating agendas, attending meetings to record proceedings, preparing minutes and reports and taking follow-up action as required; sits on committees as required.

Maintains equipment and stationary supplies according to pre-determined levels and budget by methods such as identifying depleting items, completing internal requisitions to order replacement items, verifying receipt of items by comparing order to purchase order and stocking shelves as appropriate.

Makes travel and hotel arrangements and reservations by performing duties such as confirming dates, contacting travel agents and obtaining itineraries.

Identifies inefficiencies in office procedures and recommends changes to the Physician Division Head. Develops, drafts and types forms or procedures for approval to streamline workflow and revises Division/Departmental administrative procedures.

Liaise with UBC counterparts and other departments and offices on administrative matters as required. Organizes and maintains call schedules for medical doctors and students.

Performs other related duties as assigned.

Providence Health Care