Fraser Health is responsible for the delivery of hospital and community-based health services from Burnaby to Fraser Canyon on the traditional, ancestral and unceded territories of the Coast Salish and Nlaka’pamux Nations, and is home to six Métis Chartered Communities.
Our team of 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care. Learn more
Effective October 26, 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.
We hire great people for outstanding jobs and are currently recruiting for a Full Time Administrative Assistant, supporting the Executive Director for the Housekeeping Department located at our Surrey Head Office.
Position Highlights:
Acting as an administrative link between the Executive Director, leadership, outside agencies and the public, you will provide varied administrative and secretarial support under limited direction to the Executive Director. You will perform duties such as drafting routine and non-routine correspondence, generating complex and detailed reports and presentations, responding to a variety of sensitive internal and external inquiries, managing shifting appointment calendars, coordinating the workflow for the assigned area, and developing and implementing new work methods and procedures.
Your specific duties will include:
Providing administrative and clerical support by drafting, transcribing and typing correspondence, reports, presentations, and memoranda.
Research, organize, and summarize support materials. Generate reports and presentations.
Respond to a variety of internal and external inquiries by serving as the primary point of contact.
Managing appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolving scheduling conflicts and issues.
Coordinate the workflow within the assigned area. Receives, reviews, and processes information and takes follow-up action as required.
Develop and implement new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
Arranging meetings as directed. Book and set up meeting rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting.
Assisting in the monitoring of expenditures for budget reports by capturing, compiling, and calculating information.
Perform record management duties maintaining filing systems and databases.
We are looking for a bright, pleasant, and self-motivated person with an eye for detail. You are highly organized, able to juggle numerous tasks in a busy, dynamic and evolving environment and conduct business in a professional manner. You are collaborative, team-oriented and like helping people, and you display excellent written and verbal communication skills.
You will take a thorough, hands-on approach to deliver high quality and precise work. A focused approach is needed to complete routine day-to-day tasks and handle changing calendars, priorities, and timelines. You will carry a high level of integrity, discretion, and confidentiality.
Qualifications:
Graduated from a recognized administrative or secretarial program;
Five years’ recent related experience in a large complex business environment or health care environment;
You are proficient with Microsoft Office applications at an advanced level;
Ability to type 55 w.p.m.
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Detailed Overview:
Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families:
Provides varied administrative and secretarial support under limited direction to the Executive Director by performing duties such as drafting routine and non-routine correspondence, generating complex and detailed reports and presentations, responding to a variety of sensitive internal and external inquiries, managing shifting appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.
Acts as an administrative link between the Executive Director, leadership, outside agencies and the public.
Responsibilities:
Provides varied administrative and secretarial support by drafting routine and non-routine correspondence and transcribing and typing correspondence, reports, presentations, and memoranda.
Researches, organizes, and summarizes support materials. Independently generates complex and detailed reports and presentations.
Responds to a variety of sensitive internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual. Provides status of issue to the Executive Director.
Manages shifting appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues. Performs timekeeping functions for the department as required.
Coordinates the work flow within the assigned area. Receives, reviews, prioritizes and processes confidential and sensitive information of varying complexity. Follows-up with Directors and others in the organization to obtain information. Prepares response for resolve on issues; advises Executive Director of status and outcome.
Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
Assists in the review and monitoring of expenditures for multiple budget reports; reviews financial status, investigates variances and provides status to the Executive Director.
Arranges meetings as directed. Books and sets up meetings rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting. Conducts or ensures follow-up on action items from meeting.
Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems and databases, indexing files and materials to be filed, and conducting file searches for requested information.
Qualifications: Education and Experience
Grade 12 plus graduation from a recognized administrative or secretarial program plus five (5) years’ recent related experience in a large complex business or health care environment or an equivalent combination of education, training, and experience.
Skills and Abilities
Demonstrates the LEADS capabilities of Leads Self, Engages Others, Achieves Results, Develops Coalitions and supports Systems Transformation.
Professional/Technical Capabilities
Ability to type 55 w.p.m.
Ability to operate a computer using a variety of desktop technology and other standard office equipment.
Proficiency with all Microsoft Office applications at an advanced level.
Ability to work independently and manage multiple and rapidly changing priorities.
Ability to deal effectively with others.
Ability to operate related equipment.
Physical ability to perform the duties of the position.
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