Admin Assistant, BCEHS, Planned Events

• Admin Assistant, BCEHS, PLanned Events BC Emergency Health Services Burnaby, BC Reporting to the Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area. What you’ll do
• Perform secretarial and administrative duties such as screening incoming materials, sorting, prioritizing, logging, tracks and distributes incoming correspondence and briefing notes and maintaining a bring-forward system.
• Prioritize items for the individual attention, responding to routine inquiries by drafting correspondence, inputting payroll, and preparing minutes/reports and agendas for meetings.
• Create documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
• Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
• Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Schedule appointments/meetings and determines urgency of requests in order to respond to scheduling requirements.
• Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
• Facilitate effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
• Respond to routine verbal and written inquiries from the public, government staff and other agencies, and provides information such as brochures, packages, forms or applications.
• Update and/or assemble manuals, maintain administrative policy and procedures manuals.
• Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; check accuracy and completeness of financial documentation.
• Maintain office supplies according to pre-determined re-order levels; arrange for maintenance and repair of equipment such as transcription and photocopying equipment.
• Arrange conferences, including booking meeting locations, arranging logistics and catering. Attend meetings, provide transcription services, and send out notifications of upcoming meetings as required. Ensure timely follow up on outstanding items.
• Coordinate legal processes for the office, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, Police agencies and Coroner, and arranging for travel and reimbursement if necessary.
• Maintain contact lists, email distribution lists and phone lists.
• Other related duties as assigned. What you bring

Qualifications

• Grade 12 graduation
• Graduation from a recognized secretarial program
• Three (3) years’ recent, related experience or an equivalent combination of education, training and experience
• 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 Emergency Health Services 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
• Keyboard at least 60 wpm
• Communicate effectively, both verbally and in writing.
• Deal with others effectively

Closing Date

Until Filled Hours of Work: 08:30-16:30 Monday-Friday Requisition #: 198901E What we do BC Emergency Health Services (BCEHS) provides provincial emergency medical care and patient transfer services. BCEHS is program is part of the Provincial Health Services Authority (PHSA). 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. PHSA and BCEHS are committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment. 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’k̓ula 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 21, 2026 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.