Administrative Assistant

Salary The salary range for this position is CAD $25.26 - $33.15 / hour

Job Summary We are currently looking to fill a Full Time opportunity for a Administrative Assistant to support Digital Patient and Provider Experience in Surrey.

Experience the exceptional benefits of working with us including:

Comprehensive, 100% Employer-Paid Benefits: Enjoy peace of mind with full coverage.

Generous Vacation Time: eligible employees can earn up to four weeks of vacation to recharge and relax.

Benefit Portability: Seamlessly transfer your benefits from another HEABC employer.

Immediate Pension Enrollment: Secure your future with a defined municipal pension plan from day one.

Maternity Top-Up: Receive an 87% top-up during maternity leave.

TransLink Pass Subsidy: Save on commuting costs with a 50% subsidy on TransLink passes

Additional employee discounts and perks available

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Detailed Overview Supports the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families.

The Administrative Assistant provides confidential secretarialand administrative support to the Director and project team by coordinating workflow for the assigned area, developing and implementing office policies and procedures, composing routine and non-routine correspondence, formatting complex documents in a variety of software programs, arranging meetings, creating spreadsheets for statistical and database purposes, setting up and maintaining files, preparing and maintaining timekeeping records and project expense tracking, and answering a variety of inquiries by telephone, email, and in person. Attends meetings to record and transcribe minutes.

Responsibilities

Coordinates information flow within the department by prioritizing and organizing documents to ensure that work, correspondence,and inquiries of a routine, urgent, or confidential nature are appropriately routed.

Coordinates workflow for the assigned area. Develops and implements new work methods and procedures. Identifies problems,recommends alternative solutions, and implements approved changes, in consultation with the Director.

Schedules appointments and meetings andensures all necessary support documentation is available and arrangements are complete. Prepares agendas and takes minutesat meetings for distribution and follows up on action items as required.

Organizesfinancial information and reporting by collecting, verifying, and forwarding travel vouchers, expense claims,and invoices for processing. Ensures that vouchers and invoices are coded, calculated, and approved.Verifies that goods received are correct and in good condition and that they are coded and have the proper signatures.

Types and formats a variety of documents such as correspondence, memos, minutes, forms, reports, and procedural documentation or presentation materials by transcribing from draft or various source documents. Composes routine and non-routine responses to inquiries.

Sorts and distributes incoming and outgoing mail, faxes,and internal and external correspondence such as courier documents. Identifies priority mail for immediate attention and response.

Develops and maintains manual and computerized files of a confidential, strategic, and labour relations nature.

Acts as a receptionist by providing information and assistance in response to inquiries. Liaises with staff, external agencies, and the general public.

Performs general & project timekeeping functions byinputtingdata and forwarding to Payroll and accounts payable for processing.

Qualifications Education and Experience Grade twelve (12) graduation plus successful completion of a recognized secretarial program supplemented by computer courses and five years recent, related experience in a senior secretarial position.

Competencies Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities

Ability to type 60 w.p.m.

Thorough knowledge of office methods and procedures.

Excellent written and verbal communication skills.

Ability to operate a computer using a variety of word processing software applications such as Word, Excel, PowerPoint, Visio, Outlook, email and internet/intranet applications.

Demonstrated ability to function independently and organize work with minimal direction.

Demonstrated ability to deal effectively with all levels of the organization and the public in a courteous, tactful and diplomatic manner.

About Fraser Health Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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