Administrative Assistant, Population Oncology

Job Summary 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. The Administrative Assistant provides confidential administrative support to the designated Senior Leader(s) and assists with workload and activities of the Population Oncology portfolio, in an efficient and timely manner. The Administrative Assistant follows policies and procedures and works independently with minimal direction to balance priorities and workflow. The Administrative Assistant interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the department/senior leader. The Administrative Assistant exercises initiative, flexibility, judgment and problem-solving skills to complete confidential, time-sensitive work. Duties/Accountabilities Liaises with internal groups, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. Uses judgement and initiative in determining the appropriate avenue for responses. Handles telephone and e-mail inquiries from both internal and external sources. Produces a variety of documents including correspondence, minutes and meeting agendas from handwritten copy and/or recordings using various word processing, spreadsheet and presentation software packages, including the creation of files, tables and spreadsheets. Manages the calendar(s) of the designated Senior Leader(s). Schedules and arranges internal and external meetings by coordinating rooms and equipment, preparing and distributing meeting materials and agendas, taking minutes where requested and keeping track of action items. Provides support to maintain and improve assigned websites. Provides administrative support on special projects such as provincial team meetings, collaborative initiatives, strategic planning, evaluation, reporting to leaders. Creates and maintains an efficient electronic filing system and workload efficiency systems e.g. to assist in proactively identifying action items to be completed prior to meetings. Assists with proofreading and editing of materials. Assists with development and monitoring of assigned budget(s). Makes arrangements for travel and accommodation, as required, within PHSA approved policies and guidelines. Submits employee time records to Payroll; adjusts timekeeping records where necessary; and answers queries regarding employees’ time, such as vacation balances. Qualifications A level of education, training, and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus four (4) years recent related experience, including two (2) years at a senior level. Ability to work independently and as a team member to resolve administrative issues/problems. Demonstrated ability to use computer related tools including word processing, spreadsheet, database, internet and presentation software at an advanced level. Demonstrated ability to communicate effectively both verbally and in writing, including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature. Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities. Ability to type 60 w.p.m. Demonstrated knowledge of business formats and modes of address. Demonstrated ability to employ 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.

Provides confidential administrative support to senior leaders within the Population Oncology portfolio, managing calendars and coordinating meetings. Handles internal and external communications, document production, and assists with budget monitoring and payroll time records.

Requires Grade 12 education, graduation from a formal secretarial program, and four years of related experience, including two years at a senior level. Must possess advanced computer skills, a typing speed of 60 wpm, and the ability to handle sensitive information with discretion.

• Problem solvingPreferred
• OrganizationPreferred
• PrioritizationPreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Minute Taking
• Budget Monitoring
• Travel Coordination
• Electronic Filing
• Word Processing
• Spreadsheet Software
• Presentation Software
• Proofreading
• Editing
• Timekeeping
• Confidentiality
• Professional Communication
• Problem Solving
• Organization
• Prioritization

• Administrative
• Healthcare
• Government & Public Sector

Minimum education

High school

Minimum experience

2+ years

Apply by

Sep 26, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Mid-Senior level