Assistant, Divisions of Family Practice
BC Medical Association - Vancouver, BC

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The British Columbia Medical Association (BCMA) is a voluntary association of British Columbia's physicians, medical residents, and medical students. The Association aims to advance the practice and science of medicine and the health of British Columbians by working for the improvement of medical education, health care legislation, and the delivery of hospital and other health care services.

Job Summary

The Divisions of Family Practice supports the objectives of the General Practice Services Committee, the Shared Care Committee, and the Specialist Services Committee (the “joint clinical committees”) with the primary goals of improving both patient outcomes and the professional satisfaction of physicians.

The Assistant, Divisions of Family Practice is responsible for providing clerical and administrative support primarily to the Provincial office of Divisions of Family Practice within the Practice Support & Quality Department. This includes the Executive Lead, Divisions of Family Practice, Lead, Strategic Initiatives, Physician Engagement Team Leader, and Physician Engagement Leaders.

Key Responsibilities

  • Scheduling meetings with Committee members and guests. Finding and securing meeting venues across the province including equipment and catering.
  • Making travel and accommodation arrangements.
  • Preparing agenda materials (photocopying, mailing, couriering, and emailing) relating to meetings and/or projects, for distribution to meeting participants.
  • Taking and transcribing minutes, maintaining accurate records, following-up on decisions made, and ensuring required action is initiated.
  • Assisting in generating monthly reporting documents including entering in Collaborative Service Committee dates for all divisions, monitoring change of dates.
  • Assisting in the preparation and coordination of provincial events including planning of preparation meetings, preparation of materials, and helping at the event.
  • Processing claims and billings for Divisions and A GP for Me.
  • Handling or redirecting enquiries from doctors, hospitals, committee members, staff and the public regarding Divisions in an efficient and courteous manner, providing explanations, direction, and instructions.

Skills & Qualifications

  • High school graduation supplemented by business and secretarial courses equivalent to up to one year of study with at least 3-5 years related experience.
  • MS Office suite, Outlook, Excel (high level), Word, and PowerPoint. Knowledge of SharePoint an asset.
  • Ability to effectively organize meetings.
  • Outstanding attention to detail.
  • Excellent written skills and proven ability to develop clear, concise and comprehensive written reports.
  • Organized and efficient.
  • Ability to set-up and maintain electronic and paper files.
  • Superior interpersonal, oral communication and relationship management skills.
  • Strong problem solving, critical thinking and diplomacy skills.
  • Excellent judgment in setting priorities, identifying issues and determining action required when working under pressure and deadlines.
  • Proven ability to respond to a wide variety of issues and deal with unclear situations and conflicting demands.
  • Adept at balancing major concurrent tasks and projects.
  • Flexible and adaptable.
  • Minute taking and transcribing skills an asset.
  • Patient yet firm.
  • Demonstrated ability to work independently and as a member of the team.