You're using an older version of Internet Explorer that is no longer supported. Please update your browser.

Administrative Secretary

Vancouver, BC
Full Time
21 days ago
Administrative Secretary

CH Gen Paeds Clinic Clerks

Vancouver, BC

Are you efficient and detail oriented? Effectively handle administrative tasks so our department runs smoothly and we can provide patients with the best care.

What you'll do
  • Transcribes and types a variety of material such as consult reports, patient histories/reports, research papers and abstracts, manuscripts and papers for publication, grant proposals/applications, statistics and minutes of meetings from drafts or dicta equipment. Distributes materials as necessary. Prints out or types appointment lists and appointment letters as requested for patients and staff/physicians and sends via email or regular mail. Composes correspondence/letters for routine inquiries and submits for signature.
  • Maintains appointment calendars by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Makes travel arrangements as required. Prepares physician's on-call roster for coverage and distributes schedule.
  • Supports the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintains curriculum vitae for medical staff. Provides orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provides clinical administrative support to Residents and Fellows including the preparation of materials. Prepares schedules including the on-call schedule for Residents and Fellows.
  • Attends departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepares minutes/reports and take follow up action.
  • Answers telephone, screens callers, greets and redirects visitors, responds to queries, takes/relays messages and/or redirects callers to appropriate personnel or area. Screens and prioritizes incoming material for the attention of appropriate personnel.
  • Receives and processes requests for appointments and referrals using information provided from referring doctors' offices and/or patient charts. Co-ordinates, pre-registers and confirms patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedules follow up appointments for patients as needed and confirms appointments in advance of scheduled times. Notifies the appropriate departments and patients/families of any cancellations.
  • Obtains written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtains other essential information in accordance with established policies and procedures regarding the release of client information. Records demographic information when patient arrives and explains multi-disciplinary appointment system to parent(s) or guardian(s).
  • Sets-up and maintains filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
  • Prepares expense claim forms for physician payment when requested and sends to appropriate hospital department for processing. Prepares Fee for Service billing statements as needed and submits to Medical Services Commission.
  • Compiles, maintains and stores patient information, various statistics, index cards and related medical information. Inputs data to appropriate database, and prepares summary reports using manual/computerized spreadsheets. Accesses and extracts requested data from the computer system for appointment and other purposes; prints and forwards to designated personnel according to established procedures.
  • Monitors departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
  • Performs other related duties as required.

What you bring

  • Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription
  • Three (3) year's recent, related experience or an equivalent combination of education, training and experience.

Skills & Knowledge
  • 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.).
  • Keyboard at least 60 wpm.
  • Communicate effectively verbally and in writing.
  • Organize work
  • Deal with others effectively
  • Operate related equipment.

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: Temporary, Full-Time
$29.64 / Hour
4500 Oak St, Vancouver, BC V6H 3N1
Closing date:
Applications accepted until position is filled
Hours of Work:
0700-1500, 0730-1530,0800-1600,-0830-1630, 0900-1700 or as operationally required (Monday to Friday)
Requisition #

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 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:

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.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments' unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey-one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of February 19, 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 and a Help Desk Representative will contact you the next business day.
Health Care