Administrative Secretary, BC Children’s Hospital, Vancouver

Job title: Administrative Secretary, BC Children’s Hospital, Vancouver

Job description: Administrative Secretary

BC Children’s Hospital

Vancouver

Are you efficient and detail oriented? Effectively handle administrative tasks so our department runs smoothly and we can provide patients with the best care.

What you’ll do

• Transcribe and type a variety of material such as consult reports, patient histories/reports, research papers and abstracts, manuscripts and papers for publication, grant proposals/applications, statistics and minutes of meetings from drafts or dicta equipment. Distribute material as necessary. Print out or type appointment lists and appointment letters as requested for patients and staff/physicians and send via email or regular mail. Compose correspondence/letters for routine inquiries and submit for signature.
• Maintain appointment calendar by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Make travel arrangements as required. Prepare physician’s on-call roster for coverage and distributes schedule.
• Support the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintain curriculum vitae for medical staff. Provide orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provide clinical administrative support to Residents and Fellows including the preparation of materials. Prepare schedules including the on-call schedule for Residents and Fellows.
• Attend departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepare minutes/reports and take follow up action.
• Answer telephone, screen callers, greet and redirect visitors, respond to queries, take/relay messages and/or redirect callers to appropriate personnel or area. Screen and prioritize incoming material for the attention of appropriate personnel.
• Receive and processe requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts. Co-ordinate, pre-register and confirm patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedule follow up appointments for patients as needed and confirm appointments in advance of scheduled times. Notifiy the appropriate departments and patients/families of any cancellations.
• Obtain written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtain other essential information in accordance with established policies and procedures regarding the release of client information. Record demographic information when patient arrives and explain multi-disciplinary appointment system to parent(s) or guardian(s).
• Set-up and maintain filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
• Prepare expense claim forms for physician payment when requested and send to appropriate hospital department for processing. Prepare Fee for Service billing statements as needed and submit to Medical Services Commission.
• Compile, maintain and store patient information, various statistics, index cards and related medical information. Input data to appropriate database, and prepare summary reports using manual/computerized spreadsheets. Access and extract requested data from the computer system for appointment and other purposes; print and forward to designated personnel according to established procedures.
• Monitor departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
• Perform other related duties as required.

What you bring

• Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription
• Three (3) year’s recent, related experience or an equivalent combination of education, training and experience.
• Keyboard at least 60 wpm.
• Communicate effectively verbally and in writing.
• Organize work
• Deal with others effectively.
• Operate related equipment

What’s in it for you

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 more than 2,000 in-house training programs.
• Enjoy a comprehensive benefits package, including municipal pension plan.
• 12 annual statutory holidays with generous vacation entitlement and accruement.
• Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type Regular Full-Time
Wage $26.65 per hour
Location Vancouver
Hours of work 0700-1500 or 0730-1530 or as operationally required
Reference number 108482

What we do

BC Children’s Hospital (BCCH) provides care for the most seriously ill or injured children from across British Columbia. BCCH is part of Provincial Health Services Authority (PHSA).

PHSA plans, manages and evaluates selected specialty and province-wide health care services across BC, working with the five geographic health authorities to deliver province-wide solutions that improve the health of British Columbians. 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 is committed to employment equity and hires on the basis of merit, 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, backgrounds and experiences, and value a safe, inclusive and welcoming environment.

Labor Agreement Facilities Subsector
Requisition # 108482-2355958
Work Site 4500 Oak Street, Vancouver
Job Type Regular, Full-Time
Salary/Rate $26.65 / Hour
FTE 1.00
Hours of Work 0700-1500 or 0730-1530 or as operationally required
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date

Company: Provincial Health Services Authority

Expected salary: $26.65 per hour

Location: Vancouver, BC

Job date: Thu, 13 May 2021 22:52:43 GMT