Office Assistant jobs in Canada

Clinic Administrative Support, CPS TB Clinics

BC Centre for Disease Control

Vancouver, BC

What you'll do

• Perform data entry functions and general word processing duties such as inputting client information into relevant computerized systems, maintaining relevant registers, assigning file numbers updating manuals, and preparing medical, legal, and other reports, charts, tables, letters, presentation material and newsletters from rough draft and general instruction and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases. Prepares and distributes minutes of meetings. Distribute documents and files as requested.
• Gather and compile information as required, such as client information statistics. Perform record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed and conducting file searches for requested information. Reply to routine correspondence and formulates a reply to others.
• Operate a multi-line switchboard or phone, and performs reception duties such as directing calls, receiving and relaying messages, and receiving and directing visitors. Refer problems to appropriate person.
• Answer general inquiries by telephone and in person from a variety of sources such as clients, doctors' offices, staff, and the public, and provide direction and/or general information about programs and policies. Refer problems to appropriate person.
• Receive, sort and distribute incoming and outgoing mail, faxes, internal correspondence, and courier documents. Sign for receipt of packages and shipments.
• Assist with client intake by performing duties such as obtaining information, completing documentation required for admission, liaising with information sources to obtain additional client information, and summarizing information for physician and health care providers. Schedules and confirms clients for services, sends out appointment reminders, and establishes and maintains clinic flow.
• Receive, record, check, and balance financial transactions including receiving payments and issuing receipts.
• Operate 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. Refer further maintenance required to appropriate person.
• Place purchase orders with external suppliers, receive supplies, check invoices against orders and goods received, store and distribute supplies, and contact suppliers to obtain and/or provide general information.
• Prepare and package medical and non-medical supplies for shipping by performing duties such as packaging, insulating and labeling. Contact couriers and prepares waybills as required.
• Participate in program planning and research within the service line of Clinical Prevention Services by participating in quality and safety initiatives, accreditation and other PHSA initiatives. Providing input into research planning and implementing research activities and assisting in review of research results.
• Perform other related duties as assigned.

What you bring

Qualifications

• Post secondary graduation from a recognized business or secretarial program supplemented by a course in medical and or scientific terminology or relevant combination of education and training.
• Three (3) years administrative experience in a medical / scientific environment.
• Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
• Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
• Demonstrated knowledge and understanding of legislative obligations and provincial commitments within BC Centre for Disease Control contexts found in the foundational documents including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

Skills & Knowledge

• Understanding of department terminology such as medical, scientific, research or information technology.
• Computer literacy with software programs such as word-processing, presentation, spreadsheets, databases, browsers and electronic mail.
• Demonstrated problem solving, customer service, sound judgment, organization and strong interpersonal skills.
• Ability to type 50 words per minute.
• Demonstrated ability to interact with BCCDC staff, university faculty, health officials, contractors and the general public. Effective oral and written communication skills in the English language.
• A high degree of accuracy, attention to detail and capable of independent error checking.
• Ability to prioritize projects within deadlines.
• Physical ability to carry out the duties of the position.
• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

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, development, and recognition programs that honour the commitment and contribution of all employees.
• 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).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time
Wage: $24.76 - $26.38/hour
Location: 655 West 12th Avenue, Vancouver BC, V5Z 4R4

Hours of Work: Monday - Friday, 8:00 - 16:00 / 8:30 - 16:30
Requisition # 183312E

What we do

The BC Centre for Disease Control (BCCDC) is dedicated to preventing and controlling communicable diseases and promoting environmental health for the province of BC.

BCCDC is part of the Provincial Health Services Authority (PHSA).

The Provincial Health Services Authority ( PHSA ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Create equity - Be courageous.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA and BCCDC are committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'k'ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

Attention current employees of PHSA:

You must apply via your internal profile at http://internaljobs.phsa.ca .

The internal job posting expires on May 14 th , 2025 and will no longer be accessible. If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.

If you have not yet set up an internal profile, please e-mail internaljobshelpu@phsa.ca with your PHSA employee ID number to obtain your temporary password. Our business hours are Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days.

If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at careers@phsa.ca .