Medical Secretary

Medical Secretary

Site Lab Admin

Vancouver, BC

Within the context of a client service culture and under general supervision, provides secretarial and clerical support to various Pathology & Laboratory staff by performing duties such as typing a variety of technical and non-technical material utilizing word processing and spreadsheet software and templates, drafting correspondence from verbal instruction and/or handwritten draft, filing and retrieving slides/blocks/reports, arranging meetings for medical staff, and making travel arrangements as required.

What you'll do

• Provides secretarial support to team members of assigned area by typing a variety of technical and non-technical material such as medical reports, policy and procedure updates, reference letters, on-call schedules, labels, correspondence, forms, and spreadsheets by methods such as receiving work requisition, completing item according to instruction and utilizing various word processing and spreadsheet software packages and templates to draft, format and provide graphic enhancement to material/spreadsheets, and forwarding material to originator within established departmental time frames.
• Drafts correspondence from verbal instruction and/or handwritten draft for review and signature by originator and/or composes and signs routine correspondence such as form letters when directed.
• Arranges meetings for medical staff by methods such as booking appointments, locating and booking meeting rooms, arranging for audio/visual equipment, notifying applicable personnel and typing and circulating agenda(s) as required; attends meetings when designated by Supervisor to record proceedings, prepare minutes and forward to committee members in accordance with established format.
• Sets up and maintains filing systems for a variety of information such as policies and procedures, laboratory data, and minutes by setting up computerized/hard files, updating and creating directories, lists and computerized spreadsheets, alphabetically filing material in hard files and indexing material as appropriate; purges old files and backs up computerized files according to standard procedures. Files slides, boxes, and requisitions as appropriate and retrieves slides, boxes, and reports according to established procedures. Organizes slides and blocks for rounds as required.
• Makes travel arrangements for designated personnel by performing duties such as contacting travel agents, confirming travel dates, obtaining itineraries, compiling information and forwarding to designated staff for approval.
• Identifies supplies according to predetermined needs by checking stock, completing internal requisitions to order replacement items for supervisor's signature, verifying receipt of items and stocking shelves as required.
• Photocopies, faxes and distributes material such as reports for personnel within Pathology & Laboratory Medicine by receiving items for duplication and operating photocopying or facsimile machine as required.
• Processes incoming mail by performing duties such as opening and date stamping mail, forwarding to appropriate team members and preparing outgoing mail such as consults for pick-up.
• 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.

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.).
• Ability to keyboard at 45 w.p.m.
• 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.

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: $26.63 / Hour
Location: 855 W 12th Ave, Vancouver, BC V5Z 1M9
Closing date: Applications accepted until position is filled
Hours of Work: 0800 TO 1600, 0830 TO 1430, 0900 TO 1700 (Monday to Friday)
Requisition # 178442E

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit after receiving a full time job offer with PHSA**

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 January 27, 2025. 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.