Program Secretary, Pathology & Laboratory Medicine

Program Secretary, Pathology & Laboratory Medicine

Routine Hematology

Vancouver, BC

Performs secretarial and administrative duties for Central Lab Services and the Hematopathology Program within the Department of Pathology & Lab Medicine at C&W. Provides secretarial support to the Program Director and other Program staff. Duties including scheduling appointments, typing a variety of material, filing, responding to telephone enquiries, arranging meetings, screening incoming materials and prioritizing items for the Program Director and Program staff.

What you'll do

• Drafts and types a variety of material such as letters, memoranda, reports and educational materials utilizing a variety of software programs; composes and signs correspondence such as meeting invitations, memo's, and notices on behalf of Program Director and staff.
• Schedules meetings as required by the Program Director, Team Lead and Program staff. Performs duties such as communicating with other staff regarding availability for meetings, booking meeting rooms, arranging equipment such as overheads, contacting attendees, typing and circulating notices, and assembling and distributing information such as correspondence, reports and subject files in preparation for meetings; records, transcribes, and distributes minutes of meetings and takes follow up action when appropriate. Resolves scheduling conflicts by prioritizing meetings.
• Schedules inpatient and outpatient appointments for special tests such as bone marrow procedures, INRs, osmotic fragility. Transcribes reports such as bone marrows and prepares labels for slides.
• Prepares staff rotation schedules and inputs into electronic system including any edits for any schedule changes such as sick time, vacation, on call. Organizes operating procedures; compiles and maintains a manual of operating procedures for clerical staff.
• Performs a variety of receptionist duties such as receiving visitors, providing information and directing to appropriate area, answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Program staff. Handles enquiries and prioritizes visitors for staff.
• Sets up and maintains filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material. Maintains office supplies by monitoring inventory and ordering supplies, when required, using appropriate software programs, up to pre-authorized limits. Arranges for service/maintenance of equipment, appliances, furniture etc
• Processes incoming and outgoing mail by performing duties such as opening and screening incoming mail, preparation of invoices by applying financial codes for authorization for payment and directing to appropriate Program personnel, prioritizing items for attention of Program Director, addressing envelopes for outgoing mail and forwarding to mail room; arranges for courier pick-up an delivery by performing duties such as contacting courier company, completing delivery slips and signing for envelopes received.
• Prepares monthly workload units and for comparison analysis. Collects data from Lab Information System and then enters into template for comparison by senior staff with other periods.
• Administers Pat Ross Education Fund for staff of the Department of Pathology & Lab Medicine by receiving requests for education funds, submitting to committee for approval and processing receipts for reimbursement by Finance. Tracks expenses as per the guidelines.
• Coordinates staff training for various on site courses and staff orientation for new staff members and residents.
• Under direction from Team Lead and/or Medical staff assists in projects in the lab such as renovations in staff lounge, changing overhead lighting to energy efficient lights in the lab.
• Assists Team Lead within the department to coordinate or integrate procedural change within the department by drafting communication etc.
• Maintains division library of books and catalogues by ensuring books are prepared for cataloguing and signed out as per guidelines.
• Performs other related duties as assigned.

What you bring

Qualifications

• Grade 12, graduation from a recognized secretarial program, including recognized course in medical transcription and three 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 impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
• Ability to keyboard at 60 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: Temporary, Full-Time - Until return of incumbent
Wage: $30.54 / Hour
Location: 4500 Oak St, Vancouver, BC V6H 3N1

Closing date: Applications accepted until position is filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 164735E

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

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 employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

Reconciliation is an ongoing process and a shared responsibility for all of us. The BC Governments' unanimous passage of the Declaration on the Rights of Indigenous Peoples Act was a significant step forward in this journey—one that all health authorities are expected to support as we work in cooperation with Indigenous Peoples to establish a clear and sustainable path to lasting reconciliation. True reconciliation will take time and ongoing commitment to work with Indigenous Peoples as they move toward self-determination. Guiding these efforts Crown agencies must remain focused on creating opportunities that implement the Truth and Reconciliation Commission Mandate.

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 May 8, 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.