Fraser Health Authority jobs in Surrey, BC

Position Summary:

The Administrative Assistant – Complex Care Housing (CCH) provides part-time administrative and operational support to the Complex Care program. This role focuses on routine administrative coordination, documentation, procurement support, and communication tasks to assist in the smooth day-to-day functioning of the program.

Working under the direction of the Complex Care Program Manager, the Administrative Assistant supports established processes and ensures that administrative tasks are completed accurately, efficiently, and within required timelines, while maintaining confidentiality and compliance with FRAFCA policies and procedures.

This role is administrative in nature and does not include program oversight, staff supervision, scheduling ownership, or financial decision-making authority.

Qualifications & Experience:

• Knowledge of Indigenous lived history and cultural sensitivity
• Completion of secondary school (Grade 12) required
• Post-secondary education in Office Administration, Business Administration, or a related field is an asset
• 1 – 2 years of administrative experience, preferably in a non-profit, social services, or healthcare setting
• Experience with basic financial administration (Ex: POs, expense tracking, invoices) is an asset
• Experience working in a fast-paced, team-based environment preferred
• Familiarity with Indigenous communities and culturally safe practices is an asset

Skills & Competencies

Administrative & Organizational Skills

• Strong attention to detail with the ability to maintain accurate records and documentation
• Effective time management and ability to prioritize routine administrative tasks
• Ability to follow established processes and procedures consistently

Communication Skills

• Clear and professional written and verbal communication
• Ability to communicate information (e.g., schedules, updates) accurately and in a timely manner
• Comfortable interacting with staff in a respectful and professional manner

Technical Skills

• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Ability to learn and use internal systems (e.g., scheduling tools, file management systems)
• Basic data entry and document management skills

Coordination & Support

• Ability to support logistics such as ordering supplies, tracking inventory, and coordinating documentation
• Strong follow-through on assigned tasks with minimal supervision
• Ability to take direction and escalate issues appropriately

Confidentiality & Professionalism

• Ability to handle sensitive and confidential information with discretion
• Demonstrates reliability, accountability, and professionalism in all tasks

Teamwork

• Works collaboratively with the Program Manager and CCH team
• Willingness to support team needs within the scope of the role

Working Conditions

• Part-time role (20 hours per week), 4 hours per day (Monday-Friday)
• Primarily office-based within the Complex Care Housing site
• May involve occasional lifting of supplies (e.g., grocery orders)
• Fast-paced environment supporting a 24/7 operational program

Duties & Responsibilities

1. Financial & Procurement Support

• Prepare and submit Purchase Orders (POs) and Cheque Requisitions in accordance with FRAFCA processes
• Ensure all submissions are accurate, appropriately coded, and completed within required timelines
• Maintain organized records of invoices, receipts, and supporting documentation
• Assist with tracking expenses and flag discrepancies to the Program Manager

2. Scheduling Communication (Administrative Support Only)

• Communicate finalized staff schedules to CCH employees in a timely manner
• Distribute updates or revisions to schedules as directed by the Program Manager
• Support administrative tracking of schedules and related documentation

Note: Creation, approval, and management of schedules remain the responsibility of the Complex Care Program Manager.

3. Filing & Record Keeping

• Maintain organized electronic and/or physical filing systems in line with established CCH processes
• File and track documentation received from the Program Manager and program staff (Ex: reports, forms, logs)
• Ensure records are complete, up-to-date, and audit-ready

4. Grocery Ordering & Inventory Coordination

• Place grocery orders based on approved lists, budgets, and program needs
• Receive and verify deliveries against purchase orders and receipts
• Coordinate with Life Skills Workers to ensure:
• Proper documentation (receipts, logs, etc.)
• Inventory counts
• Safe and organized storage
• Report shortages, damages, or discrepancies to the Program Manager

5. General Administrative Support

• Assist in preparing basic documents, templates, trackers, and meeting notes
• Coordinate meetings, including scheduling, reminders, and logistics
• Monitor and organize administrative communications (Ex: shared inboxes) as directed
• Maintain simple tracking tools (Ex: supply logs, administrative checklists)

6. Communication & Coordination

• Follow up on routine administrative tasks to ensure completion
• Escalate issues, delays, or concerns to the Program Manager in a timely manner

7. Confidentiality & Compliance

• Handle sensitive and confidential information in accordance with FRAFCA policies
• Ensure administrative processes align with organizational standards and procedures

8. General Duties

• Perform other routine administrative duties as required to support program operations

We thank all applicants, but only those selected for interview will be contacted.

Applications will be accepted on a rolling basis. Open until suitable candidate is found.

*Pursuant to S. 41 of the BC Human Rights code, preference may be given to Aboriginal Applicants.

We are committed to the National Truth and Reconciliation Calls to Action. FRAFCA is engaged primarily in promoting or serving the interests of Indigenous peoples, FRAFCA prioritizes employment to Indigenous peoples. Preference will be given to Indigenous applicants, unless that preference or employment would constitute a discriminatory practice under the Canadian Human Rights Act

Pay: $22.00-$23.00 per hour

Benefits:

• Casual dress
• Company car
• Company events
• Dental care
• Extended health care
• Life insurance
• Mileage reimbursement
• Paid time off
• Vision care
• Wellness program

Work Location: In person