Medical Staff Department Head Administrative Assistant Temporary St Paul's Hospital

Medical Staff Department Head Administrative Assistant

• PHC multi-site:
  St Paul's Hospital
• LMC multi-site:
• Max hourly: 33.15 CAD
• Salary grade: 03
• Employment type:
  
  Temporary Full-Time
• Rotation:
  Days
• FTE: 1.00
• Schedule:
• Union: 970
• Labour agreement: EXCL
• Dual RN/RPN (BCNU/HSA) Posting:

• Req
• Location:
  
  Vancouver
• Work site:
  St Paul's Hospital
• Primary site:
  St Paul's Hospital - 1081 Burrard St. Vancouver, British Columbia Canada
• PHC multi-site:
  St Paul's Hospital
• LMC multi-site:
• Work model:
  Onsite
• Categories:
  Administrative/Clerical
• Min hourly: 25.26 CAD
• Max hourly: 33.15 CAD
• Salary grade: 03
• Employment type:
  
  Temporary Full-Time
• Rotation:
  Days
• FTE: 1.00
• Schedule:
• Union: 970
• Labour agreement: EXCL
• Dual RN/RPN (BCNU/HSA) Posting:

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. Testing may be required. A criminal record check may be required

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 Leader, Medical Affairs or designate, and receiving work direction from the Department Head, the Administrative Assistant performs a variety of confidential administrative and secretarial support functions and coordinates daily office activities for the identified Department Head.

Uses a variety of software applications to produce reports, maintain databases and develop presentation materials. Schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence. Responds to inquiries from internal and external sources as appropriate. Supports the preparation of financial and statistical documentation. Performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email.

Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects.

From an accredited healthcare provider of Canada

High School Diploma, completion of a recognized secretarial program and three (3) to five (5) years recent related experience supporting management staff, or equivalent combination of education, training and experience.

• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Ability to manage multiple complex and competing priorities.
• Ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to work with minimal supervision.
• Ability to keyboard at 50 WPM.
• Ability to handle confidential information with tact and discretion.
• Ability to problem-solve and develop solutions.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
• Ability to use related equipment.
• Physical ability to perform the duties of the position.

Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, brochures/pamphlets/notices, rosters/schedules and presentation materials for meetings and seminars. Develops and maintains spreadsheet and database software to record, retrieve, analyze and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material.

Schedules, prioritizes and organizes meetings and seminars in collaboration with Department Head or designate. Considers nature of request and resolves time conflicts. Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, supplies and catering; prepares and distributes agendas, attends and records proceedings which may include topics of a confidential or sensitive nature and takes follow up action as required.

Makes travel arrangements and reservations for the Department Head when travelling on department business, including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries.

Handles day-to-day correspondence including processing confidential mail and email, files, photocopies and faxes. Identifies,…