Administrative Secretary,
BC Children's and Women's Health Centre
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Vancouver, BC
Job Summary
Within the context of a patient and family centered care model and in accordance with the established vision and values of the organization, position provides confidential administrative and secretarial support to a Division or Department Head. Duties include typing technical and non-technical material, utilizing word processing, spreadsheet and presentation software, answering telephone, greeting visitors and responding to general inquiries. Screens, prioritizes and redirects incoming and outgoing correspondence and electronic mail. Schedules/books out-patient appointments. Maintains calendars for Leader and designated team members, scheduling appointments and arranging meetings. Attends meetings to take minutes, types and distributes agendas and minutes and follows up on action items. Supports the academic and research activities of the Division/Department.
What you’ll do
- Transcribe and type 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.
- Distribute materials as necessary.
- Print out or type appointment lists and appointment letters as requested for patients and staff/physicians and sends via email or regular mail.
- Compose correspondence/letters for routine inquiries and submits for signature.
- Maintain 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.
- Make travel arrangements as required.
- Prepare physician’s on-call roster for coverage and distributes schedule.
- Support the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintain curriculum vitae for medical staff.
- Provide 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.
- Provide clinical administrative support to Residents and Fellows including the preparation of materials.
- Prepare, schedule including the on-call schedule for Residents and Fellows.
- Attend departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support.
- Prepare minutes/reports and take follow up action.
- Answer telephone, screen callers, greet and redirect visitors, respond to queries, take/relay messages and/or redirects callers to appropriate personnel or area.
- Screen and prioritize incoming material for the attention of appropriate personnel.
- Receive and process requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts.
- Co-ordinate, pre-register and confirm 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.
- Schedule follow up appointments for patients as needed and confirms appointments in advance of scheduled times.
- Notify the appropriate departments and patients/families of any cancellations.
- Obtain written, signed consents from parent(s) or guardian(s), authorizing release of information.
- Obtain other essential information in accordance with established policies and procedures regarding the release of client information.
- Record demographic information when patient arrives and explains multi-disciplinary appointment system to parent(s) or guardian(s).
- Set-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.
- Prepare expense claim forms for physician payment when requested and sends to appropriate hospital department for processing.
- Prepare Fee for Service billing statements as needed and submits to Medical Services Commission.
- Compile, maintain and store patient information, various statistics, index cards and related medical information.
- Input 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.
- Monitor 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.
- Perform other related duties as required.
What you bring
Education, Training and Experience
- Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three (3) year’s recent, related experience or an equivalent combination of education, training and experience.
Skills and Abilities
- Ability to keyboard at 60 wpm
- Ability to communicate effectively both verbally and in writing
- Physical ability to carry out the duties of the position
- Ability to organize and work.
- Ability to operate related equipment
- 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: $29.64/hr.
Location: 4500 Oak Street, Vancouver BC, V6H 2N9
Hours of Work: 0800-1600, Mon-Fri
Requisition # 147877
What we do
BC Children's and Women's Health Centre is part of the Provincial Health Services Authority (PHSA). BC Children’s Hospital (BCCH) provides care for the most seriously ill or injured children and youth from across British Columbia. BC Women's Hospital & Health Centre (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education.
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 BC Children's and Women's Health Center are 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 June 29, 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 internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.
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