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Executive Secretary

Reference ID: 2327074

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BC Cancer is committed to providing a comprehensive, provincially-planned and regionally-delivered cancer control system for the residence of British Columbia. Its mandate covers the full spectrum of cancer care from prevention, screening, diagnosis and treatment, to research and education, to supportive and palliative care. BC Cancer provides care closer to home by operating six regional cancer centres in Abbotsford, Kelowna, Prince George, Surrey, Vancouver, and Victoria. Research centres in Vancouver and Victoria ensure that BC Cancer can quickly translate new discoveries into clinical applications leading to better outcomes and care.

BC Cancer is currently engaged in a Clinical & Systems Transformation (CST) project, which will improve the safety, quality and consistency of patient care as well as streamline processes for care providers and clinicians through a common electronic health record.

BC Cancer is part of the Provincial Health Services Authority (PHSA) which plans, manages and evaluates specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Respect People • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose

BC Cancer

Executive Secretary
Reference # 84966
Temporary Full-Time (1.00 FTE)
Start Date: June 24, 2019
Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.The Executive Secretary supports the role of the Regional Administrator by providing services which are of a confidential and sensitive nature to ensure the Regional Administrator's responsibilities are carried out in an efficient and timely manner. The Executive Secretary is also responsible for co-ordinating, organizing, and providing administrative support to the Regional Leadership group and Centre wide activities within established policies and procedures.

Duties/Accountabilities:
  • Processes and prioritizes incoming correspondence, as assigned, by attaching related background materials and maintaining a system to ensure follow up action or replies have taken place as needed. Receives and redirects or responds to telephone inquiries from a variety of sources such as staff, external organizations, and brings forward supporting information or data as required.
  • Prepares correspondence and other documents utilizing word processing software; reviews outgoing correspondence to ensure completeness and accuracy in grammar, format and style; drafts correspondence for signature. Prepares a variety of presentations and sets up electronic files using software packages such as spreadsheet or database programs.
  • Maintains a confidential filing system, including a bring forward function; identifies issues requiring follow-up by reviewing letters, correspondence, and minutes, as required.
  • Schedules and arranges internal and external meetings by coordinating rooms and videoconferencing equipment, preparing and distributing meeting materials and agendas; acts as recording secretary for the various committees including the Regional Operations/Strategy committee by recording, preparing, and distributing minutes and following up on action items, as required.
  • Facilitates Centre communication by maintaining the elevator board postings and distributing Centre Everyone emails, as requested.
  • Maintains the Centre Admin-on-call rotation schedule and the on-call reference manual for members of the Leadership team.
  • Performs a variety of administrative support functions such as collecting and triaging comment cards and unusual incident reports; compiles and records statistical data such as workload and utilization statistics, maintains a related database; drafts reports for review by the Regional Administrator or delegate; summarizes/distributes findings. Maintains the Regional Directives Manual for items such as emergency codes and the disaster plan.
  • Develops and implements general office procedures and completes a variety of forms related to the administration of the office. Maintains LOKI timekeeping for regional staff and ensures associated documentation is complete and submitted to Payroll.
  • Makes arrangements for travel and accommodation, as required, by contacting travel agencies, confirming reservations and establishing itineraries.
  • Supports key Centre related functions, such as Accreditation, Essential Services Coordination, the United Way Campaign and social events by assisting in planning and coordinating activities and providing secretarial support.
  • Coordinates the vendors program through duties such as screening vendors, scheduling booking days, maintaining the vendors contact manual and monitoring fee/donation collections.
  • .Assists in coordinating the Centre's volunteer program by performing duties such as screening and interviewing volunteers, planning and arranging orientation, education and celebration events; provides other program support, as required.
  • Performs related duties, as assigned.


Qualifications
  • Completion of grade 12 supplemented by completion of a secretarial/administrative training program and additional course work in advanced word processing, spreadsheet, and data base applications.
  • Three years' recent related experience working in an executive office setting or an equivalent combination of education, training and experience.
  • Demonstrated ability to communicate effectively in both verbally and in writing including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.
  • Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.
  • 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 including a variety of computerized software packages such as word processing, spreadsheet, data base applications, scheduling, email, and internet applications at an advanced level.
  • Demonstrated knowledge of business formats and modes of address.
  • Physical ability to perform the duties of the position.


We invite you to apply by clicking the "Apply Online Now" button where you can register for the first time or enter your Username and Password in order to re-access your profile on our system.

Applications will be accepted until the position is filled.

***Employees of PHSA must apply via the "Internal Application Process". Current PHSA staff who apply to this posting using this external site will be considered with other external candidates. Seniority will not apply. ***

Please visit internaljobs.phsa.ca to register your internal profile and apply online for internal jobs. If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca

Internal competition closes June 19, 2019. Internal applications received after this date will be considered as late applications.

For more information on all that the PHSA has to offer, please visit: http://careers.phsa.ca

PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.


Posted: June 13, 2019
Closes: August 12, 2019