Job title: Administrative Assistant Clinical Services, BC Mental Health and Substance Use Services, Coquitlam BC
Company: Provincial Health Services Authority
Expected salary: $55677 – 73076 per year
Location: Coquitlam, BC
Administrative Assistant Clinical Services, BC Mental Health and Substance Use Services, Coquitlam BC Job Details:
Administrative Assistant Clinical Services,
BC Mental Health and Substance Use Services,
Coquitlam BC
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
Job Summary
Reporting to the Director, Clinical Services, the Administrative Assistant provides administrative coordination for Psychologists, Psychiatrists, and other medical staff within the Forensic Psychiatric Services Commission (FPSC) by providing contract and financial administration as well as events coordination for the Department and Director, Clinical Services. In addition, the Administrative Assistant provides administrative and clerical support to the Director and other senior staff including the taking of minutes, compiling of statistical data and coordinating meeting and event arrangements.
What you’ll do
Scope and Complexity
- The Administrative Assistant follows policies and procedures and works independently and with minimal direction to balance priorities and workflow to provide efficient and effective administrative support to the Director, Clinical Services as well as the Psychologists, Psychiatrists and other medical staff. The demanding and ever-changing nature of the environment adds complexity to the administrative role and requires flexibility and resourcefulness to assist others in achieving time-structured goals. The Administrative Assistant exercises independent judgement/initiative and discretion, assesses situations and recommends solutions. This position requires flexibility and superior time management capabilities along with the ability to deal with sensitive and contentious issues. Judgements affect the accuracy, reliability and acceptability of further processes or services in the organization.
Communications
- The Administrative Assistant has regular contact with senior management, clinical programs, other leadership teams, and staff to ensure the necessary flow of information through the Director, Clinical Services’ office. Liaises with a wide range of senior managers, professionals, academics, industry executives and the public to obtain and exchange information prior to meetings, including file searches. The Administrative Assistant has regular contact with other support roles in the organization to coordinate schedules, event logistics and facilitate the exchange of information.
- The Administrative Assistant external communication role includes liaising with various government ministries, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. The Administrative Assistant utilizes judgment and initiative when responding to information requests.
- Gather and compiles organizational information such as statistical data on relevant departmental operations.
- Research, classify, and summarize information from various sources, including the internet, for reports and Operational Briefing Notes and in response to specific information requests.
- Maintain up-to-date knowledge and documentation of policy changes (FOIPPA), legislative changes, case law and court proceedings relating to or affecting Forensic Psychiatric Services and ensuring medical staff are apprised. Exchange information/interpretations around legislation and policies.
- Provide a central point of contact for international psychiatrists, psychologists and other (forensic) psychiatric services around the world, liaising with international delegates to provide information and coordinate site visits.
- Peruse, prepare synopsis and collate daily media notifications and disseminates to the Directors.
- Coordinate information flow in risk management situations to ensure accurate documentation, timely notification of appropriate individuals, and coordinate follow up as required.
- Produce a wide variety of documents including speaking notes, correspondence, letters, reports, minutes and meeting agendas using various word processing, spreadsheet, database, presentation and graphic enhancement software applications. Create and amend formats and tables for spreadsheets, presentation software and word processing documents.
- Participate in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for signature, ascertaining status of item/issue and investigating designated items.
- Schedule and maintain the Director’s calendar for clinical and administrative appointments, responding to changing priorities/cancellations, and making urgent schedule adjustments.
- Provide support for a variety of internal and external events by performing duties such as creating and distributing invitations, booking facilities, arranging equipment, preparing related materials and making setup and catering arrangements.
- Respond directly to sensitive, confidential and often urgent inquiries in person, via phone or email from senior management, clinical personnel and the public, referring inquiries as appropriate.
- Perform other related duties as assigned.
What you bring
Education, Training and Experience
- A level of education, training and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus three to five (3-5) years recent related experience, including three (3) years at a senior level, preferably in a health care environment.
Skills and Knowledge
- Demonstrated ability to use related equipment including word processing, spreadsheet and presentation software at an advanced level.
- Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
- Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries.
- Demonstrated ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
- Demonstrated ability to record and transcribe minutes of meetings.
- Ability to type 60 words per minute.
- Knowledge of medical terminology preferred.
- Physical ability to carry out the duties of the position.
- 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.).
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 and development.
- 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).
- Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
Job Type: Regular Full-Time
Wage: $55,677.00 – $73,076.00/yr.
Location: 70 Colony Farm Road, Port Coquitlam BC, V3C 5X9
Hours of Work: 08:00-16:00, Mon – Fri
Requisition # 148995
What we do
BC Mental Health and Substance Use Services is part of the Provincial Health Services Authority (PHSA). The (BCMHSUS) cares for people with complex mental health and substance use challenges.
The Provincial Health Services Authority ( ) 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: .
PHSA and BC Mental Health & Substance Use Services (BCMHSUS) are 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.
ATTN: PHSA Employees
To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at
Please note the internal job posting will no longer be accessible after the expiry date of July 21, 2023. 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 [email protected] and a Help Desk Representative will contact you the next business day.
Labor Agreement Excluded
Requisition # 148995-2402250
Work Site 70 Colony Farm Road, Port Coquitlam BC, V3C 5X9
Job Type Regular, Full-Time
FTE 1.00
Hours of Work 08:00-16:00
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date
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