ADMINISTRATIVE ASSISTANT, QUESNEL

Position Summary

Northern Health is looking for an experienced, highly efficient, and self-directed permanent full time Administrative Assistant to support the Administration department.

The Administrative Assistant is responsible for administrative support activities related to financial and organization planning, labor relations, capital project planning and management, and office support systems.

FUNCTIONAL REPORTING RELATIONSHIPS
The Administrative Assistant reports directly to the Health Service Administrator. The Administrative Assistant also provides support to the Chief of Staff and Deputy Chief of Staff.

KEY AREAS OF RESPONSIBILITY
• Coordinates the administrative support activities of the Health Service Administrator. Organizes workflow and determines what priorities should be completed first in order to meet the organization’s needs.
• Responds to administrative requests and inquiries; opens and screens mail; acknowledge letters and composes correspondence for signature, providing supporting information where required; and proofs correspondence for spelling, grammar and clear understanding.
• Responds to inquiries for information from a variety of internal and external contacts in order to obtain and disclose information.
• Maintains Administration department files related to a variety of confidential matters including legal documents, financial and organizational planning, labor relations, capital project planning and management, human resources, personnel contracts, programs and/or services, and independent consulting reports and surveys. Participates in the preparation of related correspondence and documents.
• Assembles, prepares and edits reports into an appropriate format.
• Coordinates capital planning process. Works with Leadership team to identify, clarify and prioritize capital purchases. Works with NH Capital Finance staff to ensure timely flow of purchases.
• Coordinates project user group activities and meetings with consultants and other individuals.
• Coordinates on-call schedules for staff and physician call groups ensuring information is appropriately entered on the MOCAP website.
• Coordinates facility/program statistics for Financial Services department.
• Arranges various meetings and acts as recording secretary as required by the Health Services Administrator, Chief of Staff and Deputy Chief of Staff. Prepare agendas and packages, records, types and distributes minutes of meetings, prepares related reports, recommendations and correspondence as required, and maintains follow-up ensuring required actions are initiated. Key standing committees include Quesnel Medical Advisory Committee, Workplace Health & Safety, Quality Assurance, Professional Responsibility Forms (PRF), and Leadership team meetings.
• Arranges travel and accommodation for the Health Services Administrator and consultants when required.
• Prepares monthly expense reconciliation statements for the Health Services Administrator.
• Orders office supplies as required.
• Performs other related duties as assigned.

Starting salary will be approximately from $48,476 to $60,594 and will be based on education, training, experience, and salaries of similar positions.

GR Baker Memorial Hospital is a full care hospital with 27 Acute Care beds, 4 ICU beds and 5 crisis stabilization beds.
Some services provided the hospital:
• Full Emergency Medical Care
• Laboratory
• Diagnostic Imaging
• Pharmacy
• General Surgery
• Internal Medicine
• Otolaryngology (ENT)
• Community Cancer Care
• Physiotherapy
• Respiratory Therapy
• Environmental Health
• Speech and Language Therapy
• Visiting specialists in Cardiology, Pediatrics, Orthopedics, Plastic Surgery, Urology and Ophthalmology
• Video conferencing for consultations with specialists or physicians in other areas.
• Home and Community Care and Home Support

Quesnel Quesnel is a small city with big opportunity. It boasts a vibrant, creative and family friendly lifestyle, rich with culture and community spirit. The city is nestled on the banks of the Quesnel and Fraser rivers, and has a diverse population of 23,000 people. The major industries include forestry, agriculture, mining and tourism. Quesnel offers affordable housing, twelve public schools, one Christian school, and two post-secondary schools. Check out Quesnel for more information on this outdoor playground and its access to a wealth of adventures.

What Northern Health has to offer you!
• Comprehensive benefit packages including, extended health/dental and a municipal pension plan for part-time and full-time employees. Casuals have the option of paying for benefits.
• Four weeks vacation with one year of continuous service
• Financial Support for Moving Expenses is available for eligible positions
• Employee referral program
• Employer-paid training and leadership development opportunities
• Spectacular outdoor activities and the shortest commutes in BC
• “Loan Forgiveness Programs” are offered through the Federal and BC Government for eligible professions.

IMPORTANT NOTE:
As part of your application process, you will need to upload the following documentation:
• Proof of COVID-19 vaccination
• Registration number (if you are part of a regulated profession)
• Any supporting documents regarding education/qualifications for this position. Examples may include:
• Program certificates or diplomas
• High school/college/university transcripts etc.
• It is also recommended to provide a cover letter and resume

Are you an International Applicant? Before applying for a job with Northern Health, please follow these steps on our Northern Health careers page

Qualifications

• Grade 12 supplemented by the successful completion of an administrative diploma plus three (3) to five (5) years progressive work experience, with at least three (3) years in a senior administrative assistant capacity, or an equivalent combination of education, training, and experience.

Skills and Abilities:
• Excellent interpersonal and organizational skills.
• Ability to operate related office equipment.
• Computer literate with proficient knowledge of Outlook, Internet, Word, Excel and Access.
• Ability to supervise.
• Strong time management skills.
• Excellent listening, verbal and written communication skills.
• Ability to work with little or no supervision.
• Ability to work independently and as a team member.
• Ability to work with changing priorities, interruptions, and multiple deadlines.
• Ability to type 60 w.p.m.

Who we are
Northern Health covers an area of nearly 600,000 square kilometers and offers health services in over two dozen communities and 55 First Nation’s communities. We deliver hospital and community-based health care for a population of 300,000.
Employing more than 7,000 staff throughout the region, Northern Health provides exceptional health services for Northerners, through the efforts of dedicated staff and physicians, in partnership with communities and organizations in Northern BC.
There is a wide variety of career opportunities available in our two dozen hospitals, 25 long-term care facilities, public health units and many other offices providing specialized services.