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BC Centre for Disease Control

Administrative Assistant, Senior Leaders Std - BC Centre for Disease Control

Posted 5 days ago

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Administrative Assistant, Senior Leaders Std

BC Centre for Disease Control

Vancouver, BC

Are you ready to make a difference? The BC Centre for Disease Control, a dynamic Provincial Health Services Authority program, seeks passionate individuals to join us in providing provincial and national leadership in disease surveillance, detection, treatment, prevention, and consultation.

At our core, we aim to cultivate vibrant communities where everyone can achieve optimal health and well-being-right where they live, work, learn, and play.

If you're driven by the desire to create positive change and contribute to healthier communities, this is the opportunity you've been waiting for! Apply now to join our innovative team and make a difference that matters.

What you'll do

  • Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Attend and act as a recorder for confidential meetings such as senior management meetings and follow-up on action items and in-services as required.
  • Respond to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaise with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
  • Provide work direction and guidance to support staff as needed and check the work of others to ensure administrative needs of the area are met. Participate in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
  • Assist in budget development ensuring information is current and accurately compiled, monitor expenditures, ensure invoices are authorized to predetermined amounts and analyzes and reports variances for multiple departments/programs. Complete purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
  • Prepare and update various documents including presentations, spreadsheets, correspondence, meeting minutes, and report in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Develop, organize and maintain professional graphical presentations, including presentations given to groups outside of the organization. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compile information into structured reports.
  • Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate operating procedures, and advise management as necessary. Provide project support, researches information, tracks statistical data, and compile and analyze data involving new projects and the interpretation and application of policies and procedures. Actively participates in team meetings and provides input to new policies, processes, quality improvement activities, and the development of strategies.
  • Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the programs/departments using methods that can be easily accessible to assigned staff.
  • Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary.

What you bring

Qualifications

  • A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years' progressive experience supporting senior level management.

Skills & Knowledge

  • Demonstrated ability to communicate effectively both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
  • Ability to be discreet when handling human resource requests, time-sheets and follow-up maintenance.
  • Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
  • Ability to analyze and interpret guidelines.
  • Demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries.
  • Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as word processing, spreadsheet, database applications, scheduling, email, and internet applications at an advanced level.
  • Demonstrated ability to record and transcribe minutes of meetings.
  • Ability to type 60 words per minute.
  • 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 of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, 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, development, and recognition programs that honour the commitment and contribution of all employees.
  • 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).
  • Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time
Salary Range:
$57,347 - $75,268/year. 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: 655 West 12th Avenue, Vancouver BC, V5Z 4R4
Hours of Work: Monday - Friday, 0830 - 1630
Requisition #
168203E

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

What we do

The BC Centre for Disease Control (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

BCCDC is part of the Provincial Health Services Authority (PHSA).

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 and BCCDC is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

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 July 15 th , 2024. 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 internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.

About BC Centre for Disease Control

The BC Centre for Disease Control (BCCDC) provides provincial and national leadership in public health through surveillance, detection, treatment, prevention and consultation services.The Centre provides both direct diagnostic and treatment services for people with diseases of public health importance and analytical and policy support to all levels of government and health authorities. BCCDC investigates and evaluates the occurrence of communicable diseases in BC and is the provincial reporting centre for reportable cases and categories of communicable diseases. In addition, the Centre creates opportunities for scientists, health professionals, university and other partners to contribute their knowledge and experience in resolving the outstanding health challenges facing British Columbians. BCCDC is an agency of the Provincial Health Services Authority.

Industry

Government Health Care

Application closing date is 2024-09-07

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