Administrative Service Line Support, Harm Reduction - BC Centre for Disease Control

Administrative Service Line Support, Harm Reduction BC Centre for Disease Control

Vancouver, BC

What you’ll do

Perform administrative service line support functions by methods such as screening and prioritizing incoming materials, performs data entry functions and general word processing duties such as inputting client information into relevant computerized systems, maintaining relevant registers, assigning file numbers updating manuals, and preparing medical, legal, and other reports, charts, tables, letters, presentation material and newsletters from rough draft and general instruction typing designated material from dictation tapes and / or a computerized dictation system and / or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases.

Ensures that turnaround times and commitments area met. Distribute documents and files as requested.

Assist with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, and summarizing information for physician and health care providers.

Ensure required forms have been completed on active and preventative treatment clients once all information is complete, confirms clients for services, sends out appointment reminders, and establishes and maintains clinic flow.

Provide nominal and non-nominal statistical information regarding active and preventative treatment clients when requested by approved outside individuals, agencies, and organizations under the appropriate Freedom of Information policy.

Perform record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed and conducting file searches for requested information.

Reply to routine correspondence and formulates a reply to others.

• Provide input into the development and revision of policies and procedures and makes revisions to policies and standards for the Service Line as directed by supervisor, and then assists with the development and implementation of work methods and procedures specific to assigned job duties.
• Arrange meetings as directed, books meeting rooms, approved travel and types and circulates notices and agendas. Transcribe and distributes notes and minutes of meetings.
• Receive sorts and distributes incoming and outgoing mail, faxes, internal correspondence, and courier documents. Sign for receipt of packages and shipments.
• Operate office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges.

Refer further maintenance required to appropriate person.

Answer general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, staff, and the public, and provide direction and / or general information about programs and policies.

Refer problems to appropriate person or escalates to supervisor.

What you bring

• Grade 12, graduation from a recognized secretarial program
• Four (4) years recent related experience, or an equivalent combination of education, training and experience.

You will also have :

• Understanding of department terminology such as medical, scientific, research or information technology.
• Ability to type 60 WPM.
• Computer literacy with software programs such as MS Word, PowerPoint and Excel, MS Access, html, web research and Netscape package.

MS Project is desirable.

• Requires demonstrated problem solving skills, sound judgment, organizational skills and strong interpersonal skills.
• Ability to interact with BCCDC staff, university faculty, health officials, contractors and the general public. Effective oral and written communication skills in the English language.
• A high degree of accuracy, attention to detail and capable of independent error checking.
• Commitment to develop knowledge and understanding of legislative obligations and provincial commitments found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan : A First Nations Case Study and how they intersect across the health care system.
• 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 of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, 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, 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.

Applications will be accepted until position is filled.

Hours of Work : Monday Friday, 0800-1600 / 0830-1630 / 0900-1700

Requisition # 164583E

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 (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

BCCDC is part of the Provincial Health Services Authority (PHSA).

The Provincial Health Services Authority () 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 and BCCDC 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.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level.

We welcome Indigenous individuals to apply and / or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples.

These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities.

PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan : A First Nations Case Study.