Administrative Assistant

Job Information
Author pmnationtalk
Date April 15, 2019
Type Full Time
Company Interior Health Authority
Location Kamloops, BC
Category Admin / Office
Client Interior Health Authority
Contact Information
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Competition #: 01248442
Employee Type: PERMANENT PART TIME (0.50 FTE)
Bargaining Unit: NON-CONTRACT
Facility: ROYAL INLAND HOSPITAL
Department: IH EXE MED COORDINATOR TCS/KB
Reports To: COORDINATOR, MEDICAL ADMINISTRATION
Close Date: OPEN UNTIL FILLED*
Comments: **Cover letter is required.
Position Summary
Interior Health is hiring a permanent part time (0.50 FTE) Administrative Assistant to join the Medicine & Quality department. This position is based out of the Royal Inland Hospital in Kamloops, B.C.

Reporting to the Coordinator, Medical Administration and in accordance with the established vision and values of the organization, the Administrative Assistant works in a team environment to provide confidential administrative support functions within the Executive Medical Director’s office. The Administrative Assistant maintains the integrity and confidentiality of all information which flows through and is processed for the Executive Medical Director’s office.

TYPICAL DUTIES AND RESPONSIBILITIES:
• Arranges meetings for and reviews schedule of the Executive Medical Director to facilitate her/his participation in meetings, either in person, via teleconference, or videoconference.

• Coordinates travel arrangements as directed, by booking and confirming flights, vehicles, and accommodation as required.

• Coordinates meetings by booking meeting rooms and relevant equipment, sending out meeting requests, preparing and circulating agendas and relevant supporting material. Records, transcribes, and distributes notes or minutes of meetings.

• Composes a variety of correspondence including letters, memoranda, reports, forms, and presentation material using software applications such as Word , Excel, Power Point, and various databases.

• Monitors and prioritizes correspondence, phone messages, emails, and in-person requests for response in a timely manner.

• Receives invoices and prepares expenses, reimbursements, and monthly corporate credit card statements by adding appropriate cost centers, obtaining approval signature, and forwarding to the appropriate payment departments.

• Performs record management duties such as setting up and maintaining electronic and manual filing systems and conducting file searches for requested information.

• Manages documentation regarding physician complaints, Section 51 reviews, and quality initiatives.

• Provides information/support to Physician Recruitment Service Partners as requested.

• Provides information upon request to support the credentialing and privileging processes.

• Other related duties as assigned.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Along with a competitive salary, your total compensation package may include vacation, health care and dental benefits, and contributions toward your retirement pension. As a member of the Interior Health (IH) team, you’ll have access to services and benefits that can help you get the most out of work while maintaining a balanced lifestyle. Our focus is on giving people room to grow, to make an impact in the lives of others.

Come and join our team….Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!

Qualifications
Education, Training, and Experience
• A post-secondary certificate from a Business Administration program is preferred.
• 1 to 3 years of experience in an Administrative Assistant role.

LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:
• Leads Self – self-awareness, demonstrates character
• Engages Others – communicates effectively
• Achieves Results – takes action to implement decisions
• Develops Coalitions – builds partnership and networks to create results, demonstrates a commitment to customers and service
• System Transformation – encourages and supports innovation

Skills and Abilities
• Ability to work without supervision.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Proficiency with computer software including MS Word, Excel, Outlook, and Power Point.
• Ability to operate video conferencing, teleconferencing, and related audiovisual equipment.
• Demonstrated customer-focused approach.
• Ability to develop effective relationships with IH staff at all levels as well as with external agencies and physicians.
• Demonstrate a collaborative team approach with communication skills appropriate to handling complex relationships, diverse groups, and individuals.
• Ability to anticipate and respond to changing priorities, unforeseen challenges, and opportunities.
• Ability to influence change and handle conflict.
• Ability to organize high volume workloads and set priorities.
• Superior writing and verbal communication abilities.
• Independent and effective problem-solving and decision-making capabilities.
• Physical ability to perform the duties of the position.

* All postings with a closing date specified close at 11:59 pm PT

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