Program Secretary - Children's & Women's Health Centre

Children's & Women's Health Centre

Vancouver, BC

The Program Secretary performs secretarial and administrative duties for the Manager and other program staff. Duties including scheduling appointments and meetings, typing a variety of material utilizing a variety of software programs filing, responding to telephone enquiries, arranging and attending interdepartmental or committee meetings and takes follow up action, preparing agendas for meetings, screening incoming materials prioritizing items for the Manager or designate and Program staff, compiles and maintains a variety of statistical information, answering the telephoning and directing calls, performing timekeeping and payroll duties, makes travel and hotel arrangements, coordinates workflow with other departments, and identifies inconsistencies in procedures and recommends changes.

What you’ll do

• Organize work and improve workflow to meet clerical and support needs of the designated areas. Identify inconsistencies in procedures and recommends changes, organize standard operating procedures, draft departmental procedures or revisions and distribute for approval.
• Schedule appointments and meetings for the Manager and Program staff by performing duties such as booking meeting rooms; arranging equipment such as overheads; typing, assembling and distributing information such as agenda, notices, correspondence, reports and subject files in preparation for meetings; attending interdepartmental meetings and provides informational input, recording, transcribing, and distributing minutes of meetings and is responsible for follow up; and resolving scheduling conflicts by determining urgency of meeting requests.
• Type a variety of documents such as correspondence, memos, forms, reports by utilizing a variety of software programs for the Manager and staff. Draft routine items for signature as required.
• Make suggestions and recommendations to develop procedures, organize work and improve workflow to meet clerical and support needs of the designated areas. Identify inconsistencies in procedures and recommends changes, drafts departmental procedures or revisions and distributes for approval.
• Perform secretarial duties such as screening incoming materials, prioritizing items for the attention of the Manager or designate, responding to inquiries by drafting correspondence or referring to the appropriate area. Receive and distribute incoming mail and process all outgoing mail as required.
• Perform receptionist duties such as answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Manager or designate and other program staff.
• Set up and maintain 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.
• Arrange for servicing and maintenance of equipment, appliances, furniture and facilitates housekeeping and key requests.
• Maintain timekeeping records for staff and submits to payroll. Receive and process requests such as vacation, leave of absence, hires and terminations by preparing appropriate documentation, and forwarding to the Manager for approval.
• Prepare and submit expense claims by ensuring invoices are coded to correct cost centre and authorized for payment by the Manager. Submit check requisitions for reimbursements and expenditures to PHSA Finance.
• Compile and maintain a variety of statistical information for analysis and generate reports.
• Maintain office supplies by monitoring inventory and ordering supplies up to pre-authorized limits when required and using appropriate software programs.
• Make travel and hotel arrangements and reservations by performing duties such as confirming dates, contacting travel agencies and obtaining itineraries.
• Perform other related duties as assigned.

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 Children's & Women's Health Centre 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.

Skills & Knowledge

• Ability to keyboard 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.
• 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: Temporary, Full-Time (Until October 2026 or Until Return of Incumbent)

Wage: $31.45/hour

Location: 4500 Oak Street, Vancouver BC, V6H 2N9

Applications will be accepted until position is filled.

Hours of Work: 0800-1600 Monday-Friday

Requisition #: 195458E