Administrative Secretary

Ophthalmology Clinic - BC Children's Hospital
Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Performs administrative secretarial, microcomputer, stenographic and reception duties. Provides lead hand supervision to other clerical staff. Acts as academic secretary to the Director.

What you’ll do

• Coordinates and distributes the work of other clerical staff in area of assignment.
• Types a variety of material including consultation reports, letters, memoranda, abstracts, research paper, articles for publication from Dictaphone or rough draft utilizing available word processing packages.
• Generates Electroencephalogram, Electromyograph, Somatosensory Evoked Potential, Visually Evoked Potential and Brainstem Auditory Evoked Potential reports utilizing customized computer programs.
• Performs departmental MSDOS and NOVELL network computer system maintenance. Develops, maintains and supervises backup procedures. Acts as a troubleshooter for computer users on the network including clerical users in the Seizure Clinic and Neurology areas. Maintains computer hardware and printer operation. Orders computer supplies as needed.
• Assists in expansion and development of departmental computer projects. Responsible for coordinating development and testing of 4-phased custom software package capable of patient record keeping, report generation, laboratory data documentation, appointment scheduling, clinical note keeping and basic database enquiries. Develops flowcharts; checks specifications; collaborates with programmer.
• Schedules patient appointments for the seven diagnostic tests, gives appropriate preparation instructions for each procedure and confirms out-patient appointments.
• Answers telephone enquiries, takes messages and re-directs calls when required.
• Performs database operations on patient related information including indexing and additions or subtraction of existing fields. Writes computer command programs for retrieval of data from database as required for statistical and workload reporting functions.
• Prepares patient files for technologist by obtaining requisition, locating previous reports and attaching the appropriate history and worksheet forms.
• Prepares daily patient schedule summarizing appointment times, patient names and procedure scheduled.
• Distributes test results to referring physicians. Maintains departmental patient reports and consultation files.
• Sorts and distributes incoming mail. Coordinates courier deliveries, initiates and retrieves electronic mail, transmits documents via fax.
• Prepares bi-weekly Payroll time sheets.
• Calculates statistics monthly; enters appropriate workload information into spreadsheet programs; submits results to Finance. Assists in preparation of variance reports, workload reports and budget related work.
• Performs routine administrative secretarial duties. Schedules appointments for medical director as required. Arranges meetings as requested.
• Oversees off-site storage of electroencephalogram records and departmental files.
• Obtains journals and books, etc. and copies articles as requested. Performs manual and computerized literature searches and prepares bibliographies when necessary.
• Performs other related duties as required.

What you bring

Qualifications

• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years recent related experience or an equivalent combination of education, training and experience.
• Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
• Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
• Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Ophthalmology Clinic - BC Children's Hospital contexts found in the foundational documents 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 - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness 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.).

Skills & Knowledge

• 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.

• Physical ability to carry out the duties of the position.

• Ability to operate related equipment.

• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.

• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the 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, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

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: $30.54 / hour
Location: 4500 Oak Street, Vancouver BC V6H 2N9
Closing Date: Applicants accepted until position is filled
Hours of Work: 08:00-16:00 Monday-Friday
Requisition #: 189298E

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 – Create equity – Be courageous.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to anti-racism and 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 excluded groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula 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 exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the 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 internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of September 29, 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.