Administrative Assistant/Medical Administrative Assistant

Position Summary

Interior Health is hiring a permanent part time (0.83 FTE) Administrative Assistant/Medical Administrative Assistant to join the Medical Administration team at the Nicola Valley Hospital & Health Centre in Merritt, B.C.

This position will provide administrative support to Merritt, Lillooet, Logan Lane, Aschcroft and Lytton Medical Administration team.

What will you work on?

The Administrative Assistant/Medical Administrative Assistant works in a team environment to provide confidential administrative support functions for the Clearwater, Barriere and Blue River site management, under the direction of the site Manager. Position also provides confidential administrative support functions for the Chief of Staff office under the direction of the Coordinator, Medical Administration.

The Administrative Assistant/Medical Administrative Assistant maintains the integrity and confidentiality of all information and performs routine administrative duties for the management and medical staff at the sites. Responsibilities include coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; and designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets.

Some Typical Duties and Responsibilities:

• Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence as directed by administration.

• Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Drafts correspondence/ reports as requested. Prepares spreadsheets, graphs, flow charts, and statistics as required.

• Coordinates all administrative logistics for meetings, events, education sessions, workshops, videoconferences, and teleconferences including appropriate space, equipment, and materials.

• Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.

• Coordinates meeting schedules and calendars by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.

• Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations

• Attends and acts as a recorder for confidential meetings such as management meetings and Local Medical Advisory Committee Meetings. Transcribes minutes and distributes accordingly. Follows up on action items as required, prepares agendas, and circulates necessary materials for meetings.

• Supports the site management and the Chief of Staff in completing the required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.

• Receives, reviews, and coordinates with the Executive Medical Director’s office for sign off on remuneration claims for Rural Continuing Medical Education, call-back claims, and locum expense claims.

• Arranges on-site orientation for medical staff. Makes necessary changes and access arrangements (ie computer access, hospital access, admitting privileges, and photo id for medical staff.

• Liaises and coordinates with other Interior Health Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.

• Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

Reasons to Apply at Interior Health... What we can do for you

We offer an exceptional employer-paid benefits package, competitive salary, and generous vacation entitlement after your first year of employment.

We offer a work environment conducive to growth and development of strong administrative skills. The opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire.

Come and join our team….Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!

Qualifications

Education, Training, and Experience:

• Diploma and graduation from a relevant administrative or business support program.
• Three to five years of experience in an administrative support position, including experience working with various computer software programs.

**Cover letter is required.

Skills and Abilities:

• Ability to work independently.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Superior computer and technical skills are essential.
• Proficient with computer software including MS Outlook, Word, Excel, and PowerPoint.
• Ability to operate videoconferencing, teleconferencing, and related equipment.
• Superior written and verbally communication abilities.
• Ability to organize high volume workload and set priorities.
• Demonstrated customer-focused approach.
• Ability to develop effective relationships with IH staff at all levels, as well as with external agencies and physicians.
• Demonstrated collaborative team approach with communication skills appropriate to handling complex relationships.
• Ability to anticipate and respond to changing priorities and unforeseen challenges and opportunities.
• Demonstrated ability to problem-solve effectively.
• Ability to influence change and handle conflict.
• Independent problem-solving and decision-making capabilities.
• Physical ability to perform the duties of the position.


“Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the B.C. Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Aboriginal (First Nations, Métis, or Inuit).”

Comments

Starting salary is approximately from 44K to 55K and will be based on education, training and experience. (Prorated for permanent part time positions)

This posting is covered by the Provincial Health Officer’s mandatory COVID-19 vaccination orders and selected applicant(s) must comply.

Interior Health now offers assistance from an Aboriginal Employment Advisor. If you self-identify as Aboriginal (First Nations, Métis or Inuit) and if you would like assistance with internal career exploration, send your question via email to AboriginalEmployment@interiorhealth.ca to be redirected to the Employment Advisor. We invite applicants to self-identify as First nations, Métis, or Inuit within cover letters and/or resumes.

Competition #:

01824289

Employee Type:

PERMANENT PART TIME (0.83 FTE)

Bargaining Unit:

NON-CONTRACT

Facility:

NICOLA VALLEY HEALTH CTR

Location:

Merritt

Department:

TCR MED ADMIN SUPPORT SE

Reports To:

COORDINATOR, MEDICAL ADMINISTRATION

Close Date:

OPEN UNTIL FILLED

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