BC Women’s Hospital & Health Centre (BCW) is the only facility in British Columbia devoted primarily to the health of women, newborns and families. It provides a broad range of specialized women’s health services that address the health needs of women of all ages and backgrounds. BC Women’s is one of the largest maternity facilities in Canada, with over 7,500 births in 2005/6, and is both the major primary and secondary maternity services provider in the Lower Mainland and the cornerstone of the provincial tertiary care system. As an academic health centre BCW’s mandate includes providing strong leadership in research and the education and professional development of health care professionals in areas related to the health of the populations we serve.

BC Children's Hospital (BCCH) cares for the province's most acutely ill or injured children and youth, provides developmental and rehabilitation services to children and youth throughout BC, and offers a broad range of health services. Sunny Hill Health Centre for Children (SHHC), a leading provincial facility offering specialized services to children and youth with developmental disabilities from birth to age 19, works collaboratively with BCCH. SHHC focuses on the child and their family while supporting health care professionals in their community. BCCH also operates a wide number of specialized health programs, is a leading acute care teaching facility, and conducts research to advance health and care through the Child and Family Research Institute and in partnership with the University of British Columbia.

BCW and BCCH are agencies of the Provincial Health Services Authority (PHSA) which plans, manages and evaluates specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Patients first • Best value • Results matter • Excellence through knowledge • Open to

Children’s & Women’s Health Centre

Education Services & Learning & Development

Administrative Assistant

One Full Time Temporary Opportunity (1.0 FTE)

Hours working: 07:30-15:30, Monday- Friday

Sept 04-2012-Jan 11-2013

Posting # 017048

Posting closes August 13 -2012

In accordance with theMission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Senior Leaders, Clinical Education, the Administrative Assistant is responsible for providing department-wide administrative support, most significantly to the Clinical Education and Media Production and Services areas. In support of Clinical Education, this position assists Clinical Educators across C&W by coordinating education workshop logistics, maintaining and scheduling rooms for events and providing support for marketing and promotional activities. This includes distributing information, posing, responding to questions, processing registration and creating displays. Within the Media Production and Services area, the assistant provides reception services, schedules appointments, co-ordinates media equipment loan-outs and processes accounts payables and receivables. Department wide administrative support entails completing payroll functions for all department staff and participating in the planning and coordination of special projects (e.g. Education Awards). With minimal supervision, this position takes initiative in managing duties based on knowledge of purpose, philosophies and policies of the department.

Schedules and oversees room bookings for workshops, courses and clinical education. Acts as the site contact, responding to queries from internal/external users and assisting with registration and planning logistics for external participants by processing registration, compiling and sending course materials and processing payments. Monitors room usage, compiles usage reports by extracting data from various programs, negotiates and resolves scheduling conflicts and makes changes to allow maximum and appropriate use of facilities. Also addresses issues of misuse.

Provides administrative support to Media Production and Services area by ensuring that office routines and standards are maintained. Receives, responds or directs telephone and drop-in inquiries, screens incoming material and allocates it accordingly, schedules equipment loan outs and books appointments for clinical photo shoots, meetings and trouble calls. Coordinates media equipment, room set up and catering, and assists with assembly/distribution of workshop materials to class participants. Surveys external suppliers (e.g. catering companies) for product suitability, accessibility, quality, variety and fiscal efficiency.

Prepare invoices in a timely and accurate manner, using the accounting software program, Quickbooks. Prepares weekly receivables spreadsheet for the Finance Department for invoicing, reconciles vendors’ statements with receivables list, and processes invoices from vendors. Generates purchase orders, receives goods and maintains purchasing records and performs related accounting functions. Reconciles financial reports through the BI Tool as requested. Provides support to Senior Leaders for annual fiscal planning through monitoring budgets and the reconciliation of invoices/expenditures.

At the discretion of the Senior Leaders, Clinical Education and/or Director, provides administrative support for special projects i.e. Education Awards, which includes, meeting and event arrangements and assisting at the event. Provides clerical support for other departmental projects as required.

A level of education of Grade 12, plus completion of recognized secretarial and accounting courses, proficient in Microsoft office applications plus a minimum of 3 years recent related experience, excellent communication skills. Proficiency in online educational software programs (e.g. Adobe Acrobat), accounting software (e.g. Quickbooks) and basic knowledge of classroom presentation equipment.

This position requires the ability to work independently and the ability to work under pressure and with frequent interruptions. The incumbent must have the ability to maintain absolute discretion with respect to confidential information, including media work such as patient photography. Technical skills require the ability to use Word, Excel, Outlook, Internet, Power Point, media equipment, fax and photocopiers. Must have the ability to learn and manage the payroll software (SASS) system, online room booking system, the learning management system and other relevant organizational software programs and instruct other clerical staff on these applications. Must have knowledge of financial terminology, basic accounting procedures and software / tools (i.e: BI tool, Quickbooks).

Exceptional communication skills, both verbally and in writing are essential as well as the ability to deal effectively with the staff, physicians, other users of L&D services and external clients and suppliers. Ability to troubleshoot and support instructors who encounter problems ability to carry out duties for the position such as moving supplies, and rearranging classroom furnishings.
BC Children's Hospital - 10 months ago