Administrative Secretary

Forensic Psychiatric Services Coquitlam, BC 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. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Under the general supervision of the Senior Director, Patient Care Services, the Administrative Secretary performs a variety of secretarial and clerical duties for the Forensic Psychiatric Hospital, such as word processing a variety of materials including letters and memos, booking meetings, maintaining paper and computerized filing systems, processing requisitions, and data entry. Performs a variety of clerical duties such as filing, photocopying, receiving and distributing mail, answering telephone inquiries and ordering supplies. What You’ll Do

• Word processes and maintains a variety of technical and non-technical documents such as letters, memos, notices, hospital-wide signage, email distribution/telephone contact lists, and vacation calendars by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required. Distributes materials using a variety of methods including fax, email, courier and mail. Sends out regular hospital-wide communications under the direction of FPH leaders.
• Arranges meetings as directed, including booking meeting rooms and telehealth, submits catering requests, sets up rooms in preparation for meetings, and takes minutes as required. Prints and maintains standard summary reports for distribution to program areas.
• Facilitates regular service calls from vendors pertaining to printers, vending machines, confidential shredding and other related services. Submits requests as directed to facilities and other maintenance teams to assist with repairs/updates.
• Sets up and maintains electronic and manual filing systems and computerized databases. Processes completed questionnaires or forms by performing duties such as entering data into appropriate databases or spreadsheets, reviewing entries, verifying data and retrieving data as requested.
• Maintains a small petty cash float per established guidelines by receiving and ensuring the accuracy of expense authorization forms, providing petty cash expenditure reports drawn from the financial reporting system or other hospital databases to managers and supervisors advancing petty cash as required, tracking all cash transactions and ensuring that all expenditures are supported by valid, original receipts.
• Performs a variety of clerical duties such as filing, photocopying, and ordering supplies. Processes a variety of requisitions for stationery and general supplies by methods such as identifying depleting items, filling out online order forms, receiving supplies, verifying correct items and storing materials.
• Receives, opens, sorts and distributes incoming mail and faxes by placing in mail slots or forwarding to the appropriate individuals. Arranges for courier service as needed.
• Processes hospital security access cards by entering required information such as name/title into the computerized photo identification system, taking photos for security access cards, and printing access cards in accordance with established policies and procedures. Modifies staff access using an access control system application with approval of the Manager of Security Operations.
• Updates the FPH internal website and SharePoint sites, including FPH online folders. Submits Information Technology requests as required utilizing the computerized service catalogue.
• Answers telephone inquiries, takes messages and provides information on the hospital. Responds to visitors directed to administration by notifying the appropriate staff and directing visitors to the appropriate areas.
• Assists with travel arrangements for staff as requested including flight and accommodation bookings, and completing travel expense claims for signature.
• Performs other related duties as assigned.

Qualifications What you bring

• Grade 12 and two years’ 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.).
• Ability to keyboard at 45 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to 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 - Until return of incumbent Wage: $27.17 / Hour Location: 70 Colony Farm Rd, Coquitlam, BC Closing date: Applications accepted until position is filled Hours of Work: 0800-1600 (Monday to Friday) Requisition # 165586E 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: jobs.phsa.ca/programs-and-services 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 May 21, 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 or . 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 [email protected] and a Help Desk Representative will contact you the next business day.