Administrative Secretary

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position
The Administrative Secretary reports to the Manager, Office Services and Facilities and provides clerical assistance to the Manager including maintaining department files and records, taking and transcribing minutes of meetings, maintenance of office support systems, procedures and policies. Provides administrative support to the Office Services and Facilities department.

Duties/Accountabilities:

1. Operates a multi-line switchboard including answering inquiries, providing basic information, and referring calls to appropriate personnel or agencies. Maintains processes to retain efficiency of switchboard, such as directory listings.
2. Receives and signs in visitors to the department, provides visitor’s badges; notifies staff when they arrive, using instant messaging software programs or email.
3. Manages email inbox for Willingdon Office Services and Facilities, and addresses employee concerns, questions and requests. Composes and sends out weekly communications to building staff. Maintains Willingdon department email contact/distribution lists.
4. Maintains weekly updates on internal team website.
5. Uses software programs to update messages for Atrium monitors weekly.
6. Assists in preparation for committee and project meetings by completing tasks such as formatting posters and papers, requesting information, confirming attendance, preparing meeting or event packages, managing AV requirements, and reminding staff of deadlines and completing tasks such as registering attendees during the course of the meeting.
7. Creates, updates and maintains building signage.
8. Arranges and confirms meetings as requested; books meeting rooms; types and circulates agendas; records, transcribes and distributes meeting minutes.
9. Opens and sorts incoming mail; forwarding to appropriate individuals. Receives and manages courier deliveries, and notifies staff. Receives and processes RFPs for Procurement; transferring to buyers after date and time of closing.
10. Manages and audits temporary security access cards. Takes photos for security access cards. Modifies staff access using an access control system application after receiving manager approval. Carries out regular audits of the secured rooms at Willingdon.
11. Triages and addresses onsite security issues with Integrated Protection Services.
12. Sets up and maintaining filing systems for material such as correspondence, locker assignments, events in an internal team website.
13. Maintains an inventory of general department supplies, copy paper for the building, evacuation kits for Floor Wardens and replenishment of Emergency Supply Cabinets, using PeopleSoft eProcurement to submit orders.
14. Manages Fitness Room locker applications, waivers, and locker assignments. Conducts regular audits on locker assignments.
15. Maintains both Atrium and Fitness room calendars.
16. Manages weekly service calls from vendors pertaining to printers, vending machines, confidential shredding and composting.
17. Manages the logistics and resources for onsite events, including coordinating resources for furniture reconfigurations, and liaising with building Maintenance Manager and Security as required.
18. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience
• Completion of Grade 12, plus two years’ recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard at 45 wpm.
• Ability to communicate effectively, both verbally and in writing.
• Ability to organize work
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to operate related equipment

Privacy Policy

Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate

Your contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information.

The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously

To view the third party vendor privacy policy please refer

Your information is protected using technical and administrative security measures to reduce the risks of loss, misuse, unauthorized access, disclosure and alteration. Some of the safeguards used are firewalls, intrusion detection, physical access controls to our data centres, and information access authorization controls

Personal information will be used by authorized staff only to fulfil the purpose for which it was originally collected or for a use consistent with that purpose. We do not disclose your personal information to other public bodies, third parties or individuals except as required or authorized by law or with your consent. View our PHSA Privacy Policy for more information

If you have any questions about the management of your personal information during the recruitment process, please contact the Talent Acquisition team at , toll free or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at *******@phsa.ca