Description:
Reporting to the Manager, Multi-Site Building Operations, the Receptionist is the first point of contact for the general public, government representatives from the Ministry of Health and senior staff from other health care organizations. The Receptionist will support a variety of functions dealing with very sensitive and confidential material that often has an impact on the organization. As this position is the first line contact for incoming calls and visitors to the corporate office, strong communication and interpersonal skills are required.
What you'll do
- Perform reception duties for the PHSA corporate / CEO office, including receiving and directing visitors, respond to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues.
- Perform general clerical support by performing tasks such as receiving, sorting and distributing incoming and outgoing mail, screening the 1333 West Broadway email inbox and responding as necessary, typing, copying, faxing, and coordinating couriers as requested.
- Process employee access ID and temporary passes for the 1333 West Broadway location, ensuring appropriate process are followed.
- Create and access spreadsheets, inputs information utilized for the creation of mailing and contact lists; accurately creates and maintains the 1333 West Broadway distribution lists and updates the SharePoint site as needed.
- Order supplies for the corporate office by using on-line ordering and completing purchase requisition and forwarding to Logistics for processing.
- When requested, assist the Board Liaison with the creation of Board material, Board correspondence and Board meeting schedules. Track any relevant Board meeting expenses, coordinate logistics for designated personnel attendance at meetings, and makes any necessary travel and accommodation arrangements as required.
- Monitor/maintain the office equipment and arrange for service calls and/or repairs to be performed as directed.
- Maintain a coordinated and up-to-date calendar for designated meeting rooms by determining urgency and nature of requests, scheduling and making necessary arrangements for equipment, catering and supplies as required, and resolving time conflicts.
- Prepare and update various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Collect and enter data, and compile relevant statistical and other information into structured documents.
- Assist in budget management by monitoring invoices and expenditures, ensuring invoices are authorized to predetermined amounts, and analyzing and reporting variances for the Operations Manager
- Complete and submit a variety of eForms for designated Leaders; and liaises with Finance, Payroll and Human Resources as necessary.
What you bring
Education, Training and Experience
- A level of education, training, and experience equivalent to Grade 12 plus completion of relevant business or secretarial courses and three (3) years of recent, related experience.
Skills and Knowledge
- Demonstrated ability to deal with multiple tasks and deliver required results on deadline without close or constant supervision.
- Demonstrated ability to exercise judgment independently.
- Demonstrated ability to communicate, both verbal and written, in an effective professional manner with all levels of staff. Demonstrated ability to work with confidential and sensitive issues.
- Strong attention to detail.
- Demonstrated ability to use related equipment including word processing, spreadsheet, database(s), email, and internet applications.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).