Secretary, St. Paul's Hospital Physiology

Providence Health Care; Vancouver; On-site; CAD 36,811 - 52,429; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits

Pension plan

Professional growth

State-of-the-art facilities

Inclusive culture

Job summary

Providence Health Care in Vancouver seeks an administrative assistant to provide secretarial, systems and administrative support across sites. You will screen materials, schedule appointments, and coordinate workflow for the Professional Practice Leader and staff.

You will work with IMIS/ADT systems, maintain data, prepare reports, update the department website, attend meetings, and handle clerical duties. The role requires Grade 12 and secretarial training plus related experience.

Qualifications

• Grade 12 graduation from a recognized secretarial program, plus two years’ related experience or equivalent.
• Experience with computerized systems used for data gathering and reporting is preferred.
• Ability to keyboard and operate related office equipment.

Responsibilities

• Provides secretarial, systems and administrative support to the designated department across all sites by screening incoming materials and calls, prioritizing items for the attention of the Professional Practice Leader(s) and discipline staff, responding to enquiries, and assisting in coordinating workflow of staff.
• Admits patients utilizing the ADT system, and schedules out‑patient appointments; maintains workload measurement and patient care information systems by monitoring data quality and updating user manuals.
• Works with IMIS personnel and vendors to identify and resolve system issues; provides orientation and access for new users; types materials and generates reports.
• Maintains departmental website content; attends meetings, prepares agendas, takes and circulates minutes; performs clerical duties such as reception, mail, photocopying and faxing.

Skills

Typing 50 wpm

Verbal & written communication

Interpersonal skills

Physical ability

Organizational skills

Equipment operation

Education

Grade 12 + secretarial program

Tools

ADT system

IMIS

Workload measurement system

Job description

Salary

Salary range: CAD $32.39/hour.

Work Hours

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes.

Testing may be required. A criminal record check may be required.

Reporting

Reporting to the Professional Practice Leader

Responsibilities

• Provides secretarial, systems and administrative support to the designated department across all sites by screening incoming materials and calls, prioritizing items for the attention of the Professional Practice Leader(s) and discipline staff, responding to enquiries, and assisting in coordinating workflow of staff.
• Admits patients utilizing the computerized Admission, Discharge, & Transfer system (ADT), and schedules out‑patient appointments. Maintains workload measurement and patient care information systems by monitoring data quality, adding or removing users, loading system software onto computer workstations, responding to user enquiries, identifying and resolving routine system problems and updating user manual as per vendor instructions.
• Works collaboratively with Information Management/Information Systems (IMIS) personnel and vendors to identify and resolve system issues.
• Provides or arranges system orientation and access for new users. Types materials and generates statistical reports utilizing word processing, spreadsheet and graphic software packages.
• Maintains departmental web site, updating content as required.
• Attends meetings, prepares agendas, takes and circulates minutes. Performs clerical duties such as reception, processing mail, photocopying and faxing.

Education

• Grade 12, graduation from a recognized secretarial program, supplemented by recognized courses related to computer operating systems, plus two years’ recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard at 50 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.

Benefits

• Competitive salary $32.39/hr
• Comprehensive benefits: eligible employees receive a robust medical and dental benefits package.
• Pension plan: work toward a comfortable retirement through employer‑matched contributions to one of Canada’s strongest pension plans.
• Meaningful impact: your dedication and expertise will directly impact the lives of patients, including many from marginalized communities.
• Professional growth: access mentorship, interdisciplinary learning, and ongoing professional development opportunities.
• State‑of‑the‑art facilities: contribute to the future of care at the new St. Paul’s Hospital, opening in 2027.
• Inclusive culture: thrive in an environment that values diversity, respect, and collaboration.

Your Day to Day

• Screens and prioritizes incoming materials and calls into the department for the attention of the Professional Practice Leader and discipline staff. Responds to inquiries from staff, hospital, health department and community agencies by referring to staff within or outside the department and providing information regarding the department’s procedures and services offered, drafting correspondence or referring elsewhere.
• Admits patients to the designated therapy area by completing required documentation and forms and entering information into the computerized ADT system. Schedules and books out‑patient appointments, adjusts arrangements in accordance with patient and facility requirements and contacts areas such as Doctors’ office and patients to confirm appointments. Makes follow‑up appointments as required, cancels and/or adjusts patient appointments, maintains wait lists and compiles out‑patient statistics.
• Provides or arranges orientation and support on a variety of computerized systems used to gather data, such as workload measurement and patient care information to department users such as Occupational Therapy (OT), Physiotherapy (PT), Social Work, Nutrition, and Recreation by adding or removing users, loading system software onto computer workstations, responding to user enquiries, identifying and resolving routine system problems as per established procedures and/or by liaising with vendor and IMIS personnel. Updates user manual as directed by vendor and communicates system changes to users. Ensures new users have appropriate computer access by completing paperwork and following up with IMIS as required.
• Maintains and monitors data in database systems such as workload measurement systems, and Providence Health Care (PHC) Alternate Level of Care by entering data, maintaining data tables, identifying required reports, verifying data integrity and communicating issues/requests to vendor and IMIS. Generates statistical data and reports and forwards to Professional Practice Leader for analysis as required.
• Types materials, from handwritten draft or verbal instruction, such as correspondence, memos, policies and procedures, notices, reports, discharge summaries, clinical assessments and treatment forms, and patient documentation by methods such as utilizing word processing, spreadsheet and graphic software packages, creating files and setting up columns, tables and spreadsheet calculations; enhances reports and presentation material, and distributes material as required. Maintains departmental web site by adding or removing materials and updating content as directed.
• Receives referrals to the department, and prioritizes and distributes to designated Therapist. Assists with the monitoring and coordination of patient wait lists by assigning the wait list referrals to the designated Therapist.
• Receives visitors and patients, provides information, answers inquiries and refers professional practice issues to discipline staff as needed.
• Performs clerical duties such as processing incoming and outgoing mail, faxing correspondence, photocopying, ordering supplies, completing maintenance requisition requests, setting up and maintaining filing systems.
• Attends a variety of meetings and provides support by methods such as typing and circulating agendas, recording and preparing minutes and reports. Takes follow up action as required and participates on committees as needed.
• Arranges and books accommodations for patients/families based on financial need. Prepares, updates, and manages the PHC Accommodation Guide as required.
• Manages petty cash and transportation receipts such as taxi vouchers and bus tickets for the department, and reconciling control documents.
• Maintains inventory of books and other materials for the department.
• Performs other related duties as assigned.

We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səlílwətaʔ//Selilwitulh (Tsleil‑Waututh) Nations.