Administrative Secretary – Minimum and Medium Security Units

Administrative Secretary – Minimum and Medium Security Units

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.

What you bring

Qualifications

• Grade 12 and two years’ recent related experience, or an equivalent combination of education, training and experience.
• 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.

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 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.

Job Type: Regular, Full-Time
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 # 175809E

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 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 marginalized groups identified under the B.C. Human Rights Code.

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.employment@phsa.ca .

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.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of November 26, 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 604-875-7264 or 1-855-875-7264. 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 internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.