Fraser Health Looking for Administrative Assistant, Clinical Operations at Surrey, BC Full Time

Bring your exemplary administrative experience to a role that supports its team towards service excellence! We currently have an exciting opportunity for a Full Time Administrative Assistant to provide support to the Program Medical Director for Mental Health and Substance Use Services at our Central City office located in Surrey, B.C. There will be certain days at Royal Columbian Hospital in New Westminster. We need your help to support the Regional Physician Leadership team and Program Medical Director with a number of mental health and substance use physician initiatives. You will deliver prompt and professional service, and will be a point of contact for your Director with relation to contract management oversight and tracking, interviews, meetings and associated physician affairs. In this role, a flexible work arrangement can be considered.

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. 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.

Effective October 26th 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.

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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 administrative and secretarial support to the Director by performing duties such as drafting and typing correspondence, generating reports and presentations, responding to a variety of internal and external inquiries, managing appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.

Responsibilities:
Provides administrative and secretarial support by drafting correspondence and transcribing and typing correspondence, reports, presentations, and memoranda.

Researches, organizes, and summarizes support materials. Generates reports and presentations.

Responds to a variety of internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.

Manages appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues.

Coordinates the work flow within the assigned area. Receives, reviews, and processes information and takes follow-up action as required.

Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.

Assists in the monitoring of expenditures for budget reports by gathering, compiling, and calculating information.

Arranges meetings as directed. Books and sets up meeting 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.

Performs other related duties.

Qualifications:
Education and Experience

Grade 12 plus graduation from a recognized administrative or secretarial program plus three (3) years’ recent related experience in a large complex business environment 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 intermediate 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.