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Internal/External Posting 060922 Administrative Assistant 2

Job Title:                                           Administrative Assistant, 2

Grid Level:                                        Grid 7 JJEP BCGEU wage grid position

Reporting to the Director of Primary Care and/or the

Director of Counselling and Social Services

Hours:                                                Permanent Full – Time, 35 hours/week

Anticipated start date:                 Negotiable

 

Reporting to both the Director of Primary Care and the Director of Counselling and Social Services, as an integral member of the PCFSA multidisciplinary team, the Administrative Assistant provides a variety of services and clerical assistance to patients, clients, and the leadership team including general reception duties, waiting room management, assistance with correspondence, scheduling, filing, related documents, and navigating PCFSA and wayfinding.

This position will be paid at Grid Level 7, JJEP BCGEU wage grid.

Benefits: Extended medical/dental benefits, paid vacation/sick time and Municipal Pension Plan enrollment.

Posting date:  June 9, 2022

Closing date:  June 16, 2022, or Until Filled

Please submit your application by email to nchalke@pcfsa.org by 12:00 noon on the closing date.

This position is open to applicants of all genders.

This position requires BCGEU Union membership.

Please contact Nicola Chalke directly with any queries.

Detailed job description is attached.

 

JOB DESCRIPTION – June 2022

Administrative Assistant 2

Grid Level: 7 JJEP

Primary Duties & Responsibilities    

  • General reception duties, such as: answering telephones, responding to general email account inquiries, assisting clients and patients with appointments, scheduling, and checking in, navigating medical and counselling services.  Assisting prospective clients and patients with intake information and connecting to the appropriate team member as needed.
  • Waiting room management, including wayfinding, answering general questions, providing information to clients, patients, and visitors, and accessing assistance, when necessary, from other team members.
  • Performs word processing and data entry functions, such as inputting information into databases and calendars, such as the counselling offices and meeting room schedules.
  • Maintains and updates filing, inventory, tracking lists and registries and/or other records, as required.
  • Distributes and posts printed information for clients, families, staff, and others.
  • Orders and maintains office supplies, receives orders of supplies, coordinates maintenance of office equipment.
  • Ensures the office, meeting room, kitchen and other areas are maintained in a clean and tidy manner.
  • Operates a variety of office equipment such as computers, printers, copiers, and telephones, including VOIP phone systems, assigns telephone numbers and updates as required.
  • Sorts and distributes, in collaboration with other administrative staff, incoming mail, faxes, and messages.
  • Performs general word processing and typing from rough draft or general instruction, including correspondence, reports, forms, and documents.
  • Reviews files, records, and other documents to obtain basic information to respond to requests.
  • Works as part of a multidisciplinary team across all programs.
  • Participates in staff meetings, quality improvement initiatives, committees, and in-services, and maintains up to date knowledge through involvement in appropriate work-related continuing education as required.
  • Performs other related duties as required.

Qualifications

Education

  • Grade 12, plus related post-secondary training or equivalent experience.

Experience

  • A minimum of one year of recent, related experience providing general reception, administrative support and/or secretarial functions.

Knowledge, Skills, and Abilities

  • Demonstrated ability to work effectively with others in a fast-paced community health centre environment.
  • Demonstrated ability to deal professionally, effectively, and non-judgmentally with a broad range of personalities, needs, cultures, and abilities.
  • Ability to work as an effective member of an integrated administrative team and with multi-disciplinary team members.
  • Communicate effectively, both verbally and in writing.
  • Ability to organize and prioritize multiple tasks, multi-task, use initiative, and act as needed.
  • Good judgment and decision-making skills.
  • Ability to operate related equipment and physically able to carry out the duties of the position.

General Expectations

  • The Administrative Assistant is responsible for their own professional proficiency by keeping up to date on relevant clinical and social developments, potentially affecting practice.
  • The Administrative Assistant is expected to become familiar with and be aware of all relevant policies and best practice standards of PCFSA, as well as to contribute to appropriate organizational development activities and practices, upon request.
  • Dedication to creating and maintaining a culturally safe workplace based on cultural humility, sensitivity, and awareness; ensuring cultural values and traditions are respected in all activities.

Working Conditions

  • Proof of full vaccination against COVID-19 is a condition of employment as per the PHO.
  • This position is regular full time position of 35 hours per week.
  • This position is a BCGEU Union position and salary will be determined by the negotiated BCGEU Wage Grid.
  • The Administrative Assistant will undertake a recent criminal record check prior to commencement of employment.
  • The first 3 months of employment constitute a probationary period, at the end of which a performance appraisal is conducted to determine the sustainability for further employment.
Pacific Centre Family Services Association acknowledges and gives thanks to the Lkwungen peoples, also known as the Songhees and Esquimalt First Nation communities, for allowing us to live, work, and play on their lands. We also respectfully recognize other surrounding nations Scia'new (Beecher Bay) First Nation, T'Sou-ke (Sooke) Nation, and Pacheedaht First Nation (Port Renfrew).
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