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Administrative Assistant, Business Planning,
PHSA Corporate,
Vancouver BC
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
Reporting to the Corporate Director, Business Planning, the Administrative Assistant, provides various administrative assistance and junior financial analyses to the Corporate Director, Business Planning and the Business Planning team of the Provincial Health Services Authority (PHSA). The Administrative Assistant undertakes special business planning projects and reports, researches and gathers financial information, and assists the Corporate Director with the preparation of confidential strategic information. Other responsibilities include coordinating the flow of information, ensuring accurate and timely delivery of administrative and supporting services for the Corporate Director and the Business Planning team
What you’ll do
Scope and Complexity
- The Administrative Assistant provides leadership to others in the form of guidance and direction on the interpretation and application of organizational policies and procedures as well as the exchange of information to others internal and external to Business Planning. Financial responsibility involves the prudent use of the resources available to the position within the scope of authority.
- The Administrative Assistant follows administrative and finance policies and procedures and receives general guidance on specific tasks. This position works independently to balance priorities and workflow to provide efficient and effective financial support to team members of the Business Planning department. The demanding and ever-changing nature of the corporate environment adds complexity to the business planning role and requires flexibility to assist others in achieving time critical goals. The Administrative Assistant exercises initiative, judgment and problem-solving skills to complete work. Judgments affect the accuracy, reliability and acceptability of further processes or services in the organization.
Communications
- The Administrative Assistant has regular contact with members of management and other leadership teams as well as the operating division’s management team members to discuss objectives and priorities and to ensure the necessary flow of information through the Corporate Director’s office. The Administrative Assistant is a communication link between Business Planning, other operating divisions and corporate support services, and receives questions from administrative support across the organization seeking advice and guidance.
- The Administrative Assistant’s external communication role includes liaising with government agencies, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. The Administrative Assistant utilizes judgment and initiative when responding to information requests.
Duties/Accountabilities
- Produces a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing, spreadsheet and project management software packages, including creation of files, tables, spreadsheets and project plans. As requested by the Corporate Director investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Photocopies and distributes documentation such as correspondence and reports.
- Research and compile information for the preparation of speeches, presentations and reports. Develop presentation materials, including graphs, charts and slides, using desktop publishing and presentation software and digital recording technology.
- Participate in a variety of projects. Responsibilities include researching information, tracking statistical data and compiling and analyzing data involving new projects, the interpretation and application of policies and procedures.
Investigates financial matters for discrepancies and variances under the direction of the Corporate Director and senior members of the Business Planning department. - Screen incoming materials, prioritize items for immediate attention and distributes as appropriate. Respond to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Process incoming and outgoing paper, electronic and voice mail.
- Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for the Corporate Director’s signature, ascertaining status of item/issue and investigating designated items.
- Maintain the Corporate Director’s appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required.
- Respond to verbal and written communication directed to the Corporate Director’s office. Responsibilities include screening requests and inquiries, making a determination on importance/urgency of request, providing a response and/or forwarding to the Corporate Director or other senior staff for reply. Liaise with external organizations on behalf of the Corporate Director to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Assist in budget development and monitors expenditures. Authorize expense reimbursements and invoices up to the pre-determined limit.
- Responsible for developing Business Planning communications plan in collaboration with Business Planning team members and corporate communications, and for internal ad hoc communications affecting Business Planning staff.
Coordinate the development of the education plan for the Business Planning team and analyses the actual expenditures against the budget. - Prepare and submit employee time records to Payroll for Business Planning. Investigate and respond to timekeeping inquiries and corrects discrepancies.
- Design and maintain filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as indexing binders, creating and labeling files and filing information. Maintain a bring-forward system.
- Make arrangements for travel and accommodation for a variety of personnel for attendance at industry meetings and conferences by performing duties such as contacting travel agency, confirming reservations and establishing an itinerary.
- Maintain inventory of supplies and materials for area by performing duties such as reviewing stock on hand, completing purchase orders for approval, forwarding to purchasing for processing and receiving supplies.
Perform other related duties as assigned.
What you bring
Education, Training and Experience
- A level of education, training and experience equivalent to a post-secondary diploma in Business and four (4) years recent related experience, including two (2) years at a senior level.
Skills & Knowledge
- Able to work independently and resolve financial, budgeting and administrative issues/problems.
- Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
- Demonstrated flexibility to meet and adapt to changes in organizational priorities.
- Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
- Must possess analytical skills.
- Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries.
- Demonstrated interpersonal skills to provide effective financial support at the senior management level. Demonstrated ability to work as a member of a diverse team.
- Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
- Demonstrated time management skills to assist others in meeting deadlines.
- Ability to type 60 words per minute.
- Physical ability to carry out the duties of the position.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC’s Declaration on the Rights of Indigenous Peoples Act (2019).
- As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
What we bring
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
Annual statutory holidays (13) with generous vacation entitlement and accruement.
PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
Job Type: Regular Full-Time
Wage: $52,156.00 – $68,455.00/yr. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 1333 W Broadway, Vancouver BC V6H 1G9
Hours of Work: 0830-1630 Mon-Fri
Requisition # 141722
What we do
The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.
ATTN: PHSA Employees:
To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca
Please note the internal job posting will no longer be accessible after the expiry date of March 10 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.
If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at [email protected] and a Help Desk Representative will contact you the next business day.
