Administrative Assistant, PHSA Laboratory

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.

Performs secretarial, administrative and medical transcription duties for the Laboratory Medicine and Pathology Program both at the assigned site and within the Lower Mainland Pathology and Laboratory Medicine service.

Duties / Accountabilities :

1.Provides administrative support to the Laboratory Medicine and Pathology Program at the assigned site and within the Lower Mainland Pathology and Laboratory Medicine service, including the Operations Directors, Medical Directors, Site Laboratory Manager, Laboratory Scientists and other support staff.

2. Performs data entry, transcribes medical dictation, collates consultations and histories.

3. Performs secretarial and administrative duties such as screening incoming materials, prioritizing items for the individual attention, responding to inquiries by drafting correspondence, inputting payroll, and preparing minutes / reports and agendas for meetings.

4. Creates documents such as correspondence, emails, reports, PowerPoint presentations, presentation materials, research / academics / accreditation documentation, graphics and spreadsheets using established software applications.

5. Maintains inventory as required and as per documented levels, including ordering of QC materials, proficiency products and reagents.

6. Schedules appointments / meetings and determines urgency of requests in order to respond to scheduling requirements.

7. Sets up and maintains departmental filing, prepares correspondence and related materials; gathers, compiles, enters and generates reports for statistical use.

8. Provides administrative support in the review of departmental standards and procedures; develops and modifies standardized documentation.

9. Maintains office supplies according to pre-determined re-order levels; arranges for maintenance and repair of equipment such as transcription and photocopying equipment.

10. Performs other related duties as assigned.

Qualifications :

Education, Training and Experience

Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription, and three years’ 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.
• Ability to deal with others effectively.
• Ability to organize work
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.