Administrative Service Line Support
PHSA
Administrative Service Line Support AgencyPHSA Labor AgreementCommunity Subsector Posting #187922-2436536 Grade25 DepartmentCPS - STI Clinic UnionCommunities BCGEU (37.5 hrs) Work Site655 West 12th Avenue, Vancouver StatusRegular Salary Range$28.80 - $30.53 / Hour Position StatusFull-time FTE1.00 Hours of WorkMon - Sat 8:30-4:30pm, Wed 12-8pm - shifts may vary Work DaysMon, Tue, Wed, Thu, Fri, Sat Days OffSun, Stat Position Start Date27-Aug-2025 Applications Accepted Until 10AM26-Aug-2025 Job Summary
Job Summary:
In accordance with the Mission, Vision, Values and strategic direction 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.
Provides a variety of administrative support functions for a BC Centre for Disease Control Service Line by screening and prioritizing incoming materials related to client information on active communicable disease and preventative treatment cases. Ensures accurate entry into the electronic medical record and related systems by checking for errors, inconsistencies and completeness. Processes required client follow-up, schedules appointments, referrals for care, and corresponds with external providers and partners. Prioritizes correspondence and documentation; prepares reports and documents from literature, notes and/or recording devices; composing, proofreading, and signing correspondence; and answering inquiries and dealing with related issues. Researches, compiles and summarizes information; prepares purchasing requisitions, processes invoices, investigates invoice anomalies, and follows up on discrepancies; and maintains timekeeping records as required.
Duties/Accountabilities:
1. Performs 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. Distributes documents and files as requested.
2. Assists 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. Ensures 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.
3. Provides 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. Performs 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. Replies to routine correspondence and formulates a reply to others.
4. Provides 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.
5. Arranges meetings as directed, books meeting rooms, approved travel and types and circulates notices and agendas. Transcribes and distributes notes and minutes of meetings.
6. Receives sorts and distributes incoming and outgoing mail, faxes, internal correspondence and courier documents. Signs for receipt of packages and shipments.
7. Operates 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. Refers further maintenance required to appropriate person.
8. Answers general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, staff, and the public, and provides direction and/or general information about programs and policies. Refers problems to appropriate person, or escalates to supervisor.
9. Operates a multi-line switchboard or phone and performs duties such as directing calls, receiving and relaying messages, receiving and directing visitors and responding to in-person and telephone inquiries. Refers issues to the appropriate person.
10. Contacts designated authority, and informs of building maintenance and repair requirements.
11. Places purchase orders with external suppliers, receives supplies, checks invoices against orders and goods received, stores and distributes supplies, and contacts suppliers to obtain and/or provide general information. Receives, stores and distributes supplies in the work area.
12. Prepares and packages medical and non-medical supplies for shipping by performing duties such as packaging, insulating and labeling. Contact couriers and prepares waybills as required.
13. Receives, records, checks, and balances financial transactions including receiving payments and issuing receipts.
14. Participates in program planning and research within the service line of Clinical Prevention Services by participating in quality and safety initiatives, accreditation and other PHSA initiatives. Providing input into research planning and implementing research activities and assisting in review of research results.
15. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12, graduation from a recognized secretarial program plus four (4) years recent related experience, or an equivalent combination of education, training and experience.
Skills and Abilities
.
• Understanding of department terminology such as medical, scientific, research or information technology.
• Ability to type 60 words per minute.
• 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.
• Knowledge of general office procedures.
• Business writing skills.
• Ability to prioritize projects within deadlines.
• Ability to recognize sensitive and confidential matters and exercise tact and discretion.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
Job Summary:
In accordance with the Mission, Vision, Values and strategic direction 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.
Provides a variety of administrative support functions for a BC Centre for Disease Control Service Line by screening and prioritizing incoming materials related to client information on active communicable disease and preventative treatment cases. Ensures accurate entry into the electronic medical record and related systems by checking for errors, inconsistencies and completeness. Processes required client follow-up, schedules appointments, referrals for care, and corresponds with external providers and partners. Prioritizes correspondence and documentation; prepares reports and documents from literature, notes and/or recording devices; composing, proofreading, and signing correspondence; and answering inquiries and dealing with related issues. Researches, compiles and summarizes information; prepares purchasing requisitions, processes invoices, investigates invoice anomalies, and follows up on discrepancies; and maintains timekeeping records as required.
Duties/Accountabilities:
1. Performs 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. Distributes documents and files as requested.
2. Assists 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. Ensures 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.
3. Provides 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. Performs 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. Replies to routine correspondence and formulates a reply to others.
4. Provides 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.
5. Arranges meetings as directed, books meeting rooms, approved travel and types and circulates notices and agendas. Transcribes and distributes notes and minutes of meetings.
6. Receives sorts and distributes incoming and outgoing mail, faxes, internal correspondence and courier documents. Signs for receipt of packages and shipments.
7. Operates 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. Refers further maintenance required to appropriate person.
8. Answers general inquiries by telephone and in person from a variety of sources such as clients, doctors’ offices, staff, and the public, and provides direction and/or general information about programs and policies. Refers problems to appropriate person, or escalates to supervisor.
9. Operates a multi-line switchboard or phone and performs duties such as directing calls, receiving and relaying messages, receiving and directing visitors and responding to in-person and telephone inquiries. Refers issues to the appropriate person.
10. Contacts designated authority, and informs of building maintenance and repair requirements.
11. Places purchase orders with external suppliers, receives supplies, checks invoices against orders and goods received, stores and distributes supplies, and contacts suppliers to obtain and/or provide general information. Receives, stores and distributes supplies in the work area.
12. Prepares and packages medical and non-medical supplies for shipping by performing duties such as packaging, insulating and labeling. Contact couriers and prepares waybills as required.
13. Receives, records, checks, and balances financial transactions including receiving payments and issuing receipts.
14. Participates in program planning and research within the service line of Clinical Prevention Services by participating in quality and safety initiatives, accreditation and other PHSA initiatives. Providing input into research planning and implementing research activities and assisting in review of research results.
15. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12, graduation from a recognized secretarial program plus four (4) years recent related experience, or an equivalent combination of education, training and experience.
Skills and Abilities
.
• Understanding of department terminology such as medical, scientific, research or information technology.
• Ability to type 60 words per minute.
• 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.
• Knowledge of general office procedures.
• Business writing skills.
• Ability to prioritize projects within deadlines.
• Ability to recognize sensitive and confidential matters and exercise tact and discretion.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
Por favor confirme su dirección de correo electrónico: Send Email