Administrative Support Clerk, Public Health

Fraser Health; City of Langley; On-site; CAD 30,000 - 60,000; Part time

Job summary

An established industry player in healthcare is seeking a Relief Part-Time Administrative Support Clerk to join their dynamic team in Langley, B.C. This role offers the opportunity to support vital public health initiatives while providing essential administrative services. You will be responsible for reception duties, document preparation, and maintaining organized filing systems. With a commitment to employee well-being, this organization offers comprehensive benefits, generous vacation time, and a supportive work environment. If you are an organized individual with strong communication skills and a passion for making a difference in the community, this position is perfect for you.

Benefits

100% Employer-Paid Benefits

Generous Vacation Time

Benefit Portability

Immediate Pension Enrollment

Maternity Top-Up

TransLink Pass Subsidy

Employee discounts and perks

Qualifications

• Grade 12 and Office Administration Certificate required.
• 1 year of recent related experience or equivalent combination.

Responsibilities

• Provide reception services and manage incoming calls.
• Type and prepare various documents and maintain filing systems.
• Assist with client intake and perform general timekeeping functions.

Skills

Effective communication

Interpersonal skills

Problem-solving

Organizational skills

Typing speed (40 wpm)

Office software proficiency

Conflict resolution

Initiative

Education

Grade 12

Office Administration Certificate

Tools

Word processing software

Office equipment (photocopiers, fax machines)

Job description

Salary

The salary range for this position is CAD $24.76 - $26.38 / hour
Job Summary

We are currently looking to fill a Relief Part-Time opportunity for an Administrative Support Clerk to support Population & Public Health located in Langley, B.C.

Langley

Located in the heart of the Fraser Valley, Langley is recognized as the valley’s designated wine country and the horse capital of British Columbia. Its seven unique communities have quickly grown into one thriving city offering all the amenities of a major bustling urban centre, all while preserving its hometown country roots.

Experience the exceptional benefits of working with us including:

• Comprehensive, 100% Employer-Paid Benefits: Enjoy peace of mind with full coverage.
• Generous Vacation Time: eligible employees can earn up to four weeks of vacation to recharge and relax.
• Benefit Portability: Seamlessly transfer your benefits from another HEABC employer.
• Immediate Pension Enrollment: Secure your future with a defined municipal pension plan from day one.
• Maternity Top-Up: Receive an 87% top-up during maternity leave.
• TransLink Pass Subsidy: Save on commuting costs with a 50% subsidy on TransLink passes.
• Additional employee discounts and perks available.

*Eligibility based on employment status

Detailed Overview

Under the general supervision of the Public Health Administrative Supervisor, performs a variety of administrative support functions such as providing reception services, typing technical and non-technical material utilizing word processing software, setting up and maintaining filing systems, processing incoming and outgoing mail, faxes, reports/records, and courier documents, maintaining levels of stationery and office supplies, arranging meetings/special functions, operating office equipment, assisting with the intake of clients, and performing general timekeeping functions as required.

Responsibilities

1. Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries, and providing information of a general nature. Receives visitors and refers to appropriate areas. Contacts other health departments/organizations to obtain information as required.
2. Types technical and non-technical material such as correspondence, reports, and documents utilizing various word processing software and computerized systems by performing functions such as inputting data and client information, maintaining registers, and typing from handwritten drafts or general instruction. Prepares various informational/resource packages by designing, updating, photocopying, and collating packages/brochures for distribution to the client/family and/or members of the public.
3. Sets up and maintains the filing system for a variety of records such as correspondence, reports, minutes, directories, and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials, and filing.
4. Processes incoming and outgoing mail, faxes, reports/records, and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup utilizing a postage meter as required. Signs for receipt of packages and shipments.
5. Maintains levels of stationery, office supplies, and resources according to pre-determined levels by photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
6. Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes as required.
7. Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to supervisor.
8. Assists with client intake by performing functions such as scheduling and confirming client appointments, obtaining client information, completing required documentation, and maintaining waiting lists.
9. Performs general timekeeping functions by gathering hours worked, coding hours into payroll system, and forwarding to payroll upon approval as required. Reviews verification reports, identifies discrepancies, and answers inquiries from staff as required in designated areas.
10. Performs other related duties as required.

Qualifications

Education and Experience

Grade 12 and graduation from an approved Office Administration Certificate program plus 1 year's recent related experience or an equivalent combination of education, training, and experience.

Skills and Abilities

• Demonstrated ability to communicate effectively both verbally and in writing in English.
• Demonstrated ability to deal effectively with others.
• Demonstrated ability to deal effectively with others in conflict situations.
• Demonstrated effective interpersonal skills.
• Demonstrated ability to problem solve, make decisions and exercise sound judgment.
• Demonstrated ability to take initiative.
• Demonstrated ability to organize work and establish workload priorities in collaboration with others.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated ability to type 40 wpm.
• Demonstrated ability to use applicable computer equipment and software.
• Demonstrated ability to operate related equipment.
• Working knowledge of general office practice and procedures and their application.
• Working knowledge of relevant acts, regulations, programs, policies, and procedures.
• Physical ability to perform the duties of the position.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff, and volunteers.

We are committed to planetary health and value diversity in the workforce. We strive to maintain an environment of respect, caring, and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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IMPORTANT: Recruitment scam warning

Please be on alert for potential recruitment scams. We are aware of recent scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment at any point during our recruitment process.