Admin Assistant, Kamloops Dispatch Operations - BCEHS

Admin Assistant, BCEHS

BC Emergency Health Services

Kamloops, BC

Are you efficient and organized, with strong attention to detail? Help our clinic run effectively, so our clinical staff can provide the best possible care to our patients and stakeholders.

Reporting to the Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers / Directors in their respective area.

What you’ll do

• Performs secretarial and administrative duties such as screening incoming materials, sorting, prioritizing, logging, tracks and distributes incoming correspondence and briefing notes and maintaining a bring-forward system.
• Prioritizes items for the individual attention, responding to routine inquiries by drafting correspondence, inputting payroll, and preparing minutes / reports and agendas for meetings.
• Creates documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
• Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages / summary documents to assist in decision making and meeting facilitation.
• Maintains a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Schedules appointments / meetings and determines urgency of requests in order to respond to scheduling requirements.
• Maintains the ARCS / ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
• Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Responds to routine verbal and written inquiries from the public, government staff and other agencies, and provides information such as brochures, packages, forms or applications.
• Updates and / or assembles manuals, maintains administrative policy and procedures manuals.
• Provides financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; checks accuracy and completeness of financial documentation.
• Maintains office supplies according to pre-determined re-order levels; arranges for maintenance and repair of equipment such as transcription and photocopying equipment.
• Arranges conferences, including booking meeting locations, arranging logistics and catering. Attends meetings, provides transcription services, and sends out notifications of upcoming meetings as required. Ensures timely follow up on outstanding items.
• Coordinates legal processes for the office, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, Police agencies and Coroner, and arranging for travel and reimbursement if necessary.
• Maintains contact lists, email distribution lists and phone lists.
• Other related duties as assigned.

What you bring

Qualifications

Core Competencies

Skills & Knowledge

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.

What we do

(BCEHS) provides provincial emergency medical care and patient transfer services.

BCEHS program is part of 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 – Create equity – Be courageous.

PHSA and BCEHS are committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and / or persistently excluded groups identified under the Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and / or contact the Sanya’k̓ula 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 exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the 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.