Provide clerical assistance to the Manager, Office Services and Facilities, including maintaining department files and records.
Take, transcribe, and distribute meeting minutes; type and circulate agendas.
Operate a multi-line switchboard, answer inquiries, provide basic information, and refer calls.
Receive and sign in visitors; issue visitor badges and notify staff via instant messaging or email.
Manage the Willingdon Office Services and Facilities email inbox and address employee concerns and requests.
Compose and send weekly communications to building staff; maintain department email contact/distribution lists.
Maintain weekly updates on internal team website.
Update Atrium monitor messages weekly using software programs.
Assist with committee and project meetings (formatting materials, requesting information, confirming attendance, preparing meeting/event packages, managing AV requirements, reminding staff of deadlines, registering attendees).
Create, update, and maintain building signage.
Arrange and confirm meetings, book meeting rooms, and circulate agendas.
Open and sort incoming mail; forward to appropriate individuals.
Receive and manage courier deliveries and notify staff.
Receive and process RFPs for Procurement and transfer to buyers after date/time of closing.
Manage and audit temporary security access cards, take photos for cards, and modify staff access using an access control system after manager approval.
Conduct regular audits of secured rooms at Willingdon.
Triage and address onsite security issues with Integrated Protection Services.
Set up and maintain filing systems for correspondence, locker assignments, and events.
Maintain inventory of general department supplies (including copy paper, evacuation kits, and emergency supply cabinet replenishment) and submit orders via PeopleSoft eProcurement.
Manage weekly service calls from vendors (printers, vending machines, confidential shredding, composting).
Manage logistics and resources for onsite events, coordinating furniture reconfigurations and liaising with Maintenance Manager and Security.
Perform other related duties as assigned
Requirements summary
Completion of Grade 12 plus two years’ recent related experience (or 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.
Clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
Demonstrated knowledge of legislative obligations and provincial commitments relevant to Willingdon Office Services contexts (e.g., TRC Calls to Action, In Plain Sight, BC Declaration on the Rights of Indigenous Peoples Act, UNDRIP, Reclaiming Power and Place, Declaration Act Action Plan, Remembering Keegan, BC Anti-racism Act).
Ability to keyboard at 45 wpm.
Ability to communicate effectively verbally and in writing.
Ability to organize work and deal with others effectively.
Physical ability to carry out duties and ability to operate related equipment.
Commitment to ongoing personal learning journey related to Indigenous-specific racism and dismantling systems of oppression
Grade 12Effective verbal and written communicationWork organizationOperating related equipmentKeyboarding at 45 wpmMulti-line switchboard operationVisitor sign-in and badge issuanceEmail inbox management and weekly communicationsMeeting coordination and room booking
Job description
Administrative Secretary, Willingdon Office Services PHSA Corporate Burnaby, BC In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Administrative Secretary reports to the Manager, Office Services and Facilities and provides clerical assistance to the Manager including maintaining department files and records, taking and transcribing minutes of meetings, maintenance of office support systems, procedures and policies. Provides administrative support to the Office Services and Facilities department. What you’ll do
Operate a multi-line switchboard including answering inquiries, providing basic information, and referring calls to appropriate personnel or agencies. Maintain processes to retain efficiency of switchboard, such as directory listings.
Receive and sign in visitors to the department, provide visitor’s badges; notify staff when they arrive, using instant messaging software programs or email.
Manage email inbox for Willingdon Office Services and Facilities, and address employee concerns, questions and requests. Compose and send out weekly communications to building staff. Maintain Willingdon department email contact/distribution lists.
Maintain weekly updates on internal team website.
Use software programs to update messages for Atrium monitors weekly.
Assist in preparation for committee and project meetings by completing tasks such as formatting posters and papers, requesting information, confirming attendance, preparing meeting or event packages, managing AV requirements, and reminding staff of deadlines and completing tasks such as registering attendees during the course of the meeting.
Create, update and maintain building signage.
Arrange and confirm meetings as requested; book meeting rooms; type and circulate agendas; record, transcribe and distribute meeting minutes.
Open and sort incoming mail; forwarding to appropriate individuals. Receive and manage courier deliveries, and notify staff. Receive and processe RFPs for Procurement; transferring to buyers after date and time of closing.
Manage and audit temporary security access cards. Take photos for security access cards. Modify staff access using an access control system application after receiving manager approval. Carry out regular audits of the secured rooms at Willingdon.
Benefits
WorkPerks discount program
Annual statutory holidays (13)
Generous vacation entitlement and accrual
Comprehensive benefits package including municipal pension plan
Professional development opportunities through in-house training programs (e.g., San’yas Indigenous Cultural Safety Training, Core Linx for Leadership roles)
Psychological health & safety programs and holistic wellness resources
Agenda preparation and meeting minutes transcription/distribution
Formatting posters and papers
AV requirements coordination
Attendee registration during meetings
Mail sorting and forwarding
Courier delivery management
RFP processing and transfer to buyers after closing
Temporary security access card management and auditing
Access control system updates after manager approval
Inventory management and supply ordering (PeopleSoft eProcurement)
Locker application/waiver management and audits
Calendar maintenance (Atrium and Fitness room)
Vendor service call coordination
Logistics coordination for onsite events and furniture reconfigurations
Indigenous Cultural Safety and Humility commitment
Anti-racism and equity-focused mindset
Triage and address onsite security issues with Integrated Protection Services.
Set up and maintaining filing systems for material such as correspondence, locker assignments, events in an internal team website.
Maintain an inventory of general department supplies, copy paper for the building, evacuation kits for Floor Warden and replenishment of Emergency Supply Cabinets, using PeopleSoft eProcurement to submit orders.
Manage Fitness Room locker applications, waivers, and locker assignments. Conduct regular audits on locker assignments.
Maintain both Atrium and Fitness room calendars.
Manage weekly service calls from vendors pertaining to printers, vending machines, confidential shredding and composting.
Manage the logistics and resources for onsite events, including coordinating resources for furniture reconfigurations, and liaising with building Maintenance Manager and Security as required.
Perform other related duties as assigned. What you bring
Qualifications
Completion of Grade 12, plus two 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 Willingdon Office 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
Ability to keyboard at 45 wpm.
Ability to communicate effectively, both verbally and in writing.
Ability to organize work
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to operate related equipment
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: $ 29.24 / Hour Location: 1795 Willingdon Ave, Burnaby, BC V5C 6E3
Closing Date
Applications Accepted Until Filled Hours of Work: 08:00-16:00 (Monday to Friday) Requisition #: 200201E What we do 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 is 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’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 June 19, 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.
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