Description:
- Arrange meeting times, book meeting rooms, notify attendees, and circulate relevant materials as requested. Act as a recording secretary by preparing agenda; drafting, typing and distributing minutes of various meetings. Initiate and take follow-up action as indicated in minutes.
- Screen and prioritize patient requirements for the attention of medical team staff.
- Determining urgency of incoming calls regarding patients and taking appropriate action.
- Relaying patient information to and from doctors' offices and outside hospitals.
- Obtaining reports by contacting appropriate Agency departments or outside sources, on an emergency basis if necessary.
- Ensuring timely follow up action is taken by medical staff in response to calls.
- Coordinating appointments and tests for patients as requested by medical team.
- Accessing patient information system to retrieve patient data.
- Coordinating clinic and other appointments for medical staff.
- Initiating responses where appropriate.
- Coordinate and prepare for clinic conferences.
- Sending out notices.
- Typing case notes/histories.
- Co-ordinating patient activity with ACU staff.
- Photocopying.
- Prepare on-call lists and weekly staff schedule.
- Using word processing software types, format and edit documents such as correspondence and memos from transcribing equipment, hand-written or electronic drafts. Draft routine items for signature as required.
- Prepare presentation materials such as abstracts, posters, papers, handouts and slides for educational sessions, workshops and conferences, as directed.
- Screen and prioritize calls from all sources including patients; refer calls to other parties or provides information as appropriate. Greet visitors and handle enquiries.
- Maintain a schedule of appointments for appropriate individuals.
- Open, screen, prioritize and distribute incoming mail.
- Maintain files of incoming and outgoing information and correspondence.
- Assist in research by typing research proposals, grant applications and abstract preparation by gathering information and articles from various sources such as the library.
- Maintain department manuals including Directive and Procedure manuals, by typing updates and distributing copies as requested.
- Maintain own workload statistics; collect, collate and type statistics for the Departments.
- Participate in interdepartmental meetings for patient flow or workload related meetings.
- Maintain the timebook for the relevant areas.
- Book hotel accommodation and make travel arrangements.
- Provide secretarial support other processes as required.
- Perform other related duties as assigned.
What you bring
- Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years recent related experience or an equivalent combination of education, training and experience.
- Ability to keyboard at 60 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Ability to organize work.
- Physical ability to carry out the duties of the position.
- Ability to operate related equipment.
What we bring
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.