Provide confidential administrative support to Nursing Administration team at Creston Valley Hospital and to Chief of Staff office under the Coordinator, Medical Administration.
Maintain integrity and confidentiality of information for management and medical staff.
Coordinate and organize workflow, determine priorities, and compose confidential correspondence for signature.
Design and create correspondence, documents, presentations, orientation packages, and spreadsheets.
Handle inquiries and complaints by determining issue nature and providing information directly or via correspondence.
Initiate follow-up processes, resolve day-to-day problems, evaluate operating procedures, and advise management as necessary.
Draft correspondence/reports as requested and prepare spreadsheets, graphs, flow charts, and statistics.
Assist with projects by collecting and evaluating data and assembling/editing reports.
Coordinate meeting schedules and calendars, including prioritizing, arranging, and rescheduling as required.
Coordinate administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences.
Attend and act as recorder for confidential meetings; transcribe minutes, distribute accordingly, follow up on action items, prepare agendas, and circulate materials.
Support site management and Chief of Staff with HR-related documentation (on staff/change notices, payroll removal forms, payroll queries, travel reimbursements).
Coordinate with Executive Medical Director’s office for sign-off on remuneration claims (Rural Continuing Medical Education, call-back claims, locum expense claims).
Arrange on-site orientation for medical staff and manage access arrangements (computer access, hospital access, admitting privileges, photo ID)
Requirements summary
Diploma and graduation from a relevant administrative or business support program.
Three to five years of experience in an administrative support position, including experience with various computer software programs.
Ability to type 50 wpm and produce professional letters/reports.
Superior computer and technical skills; proficient with MS Outlook, Word, Excel, and PowerPoint.
Ability to operate videoconferencing/teleconferencing equipment.
Superior written and verbal communication skills.
Ability to organize high-volume workload and set priorities.
Demonstrated customer-focused approach.
Ability to develop effective relationships with staff, external agencies, and physicians.
Collaborative team approach and communication skills for complex relationships.
Ability to anticipate/respond to changing priorities and unforeseen challenges.
Demonstrated problem-solving, independent decision-making, and ability to influence change/handle conflict.
Physical ability to perform the duties of the position
Diploma and graduation from a relevant administrative or business support programMicrosoft ExcelMS OutlookMicrosoft WordMicrosoft PowerPointProblem-solvingIndependent decision-makingTyping 50 wpmConfidential administrative supportCustomer-focused approachComposing confidential correspondenceWorkflow coordination and prioritizationCreating documents, presentations, orientation packages, and spreadsheetsSpreadsheet, graph, flow chart, and statistics preparationProject assistance and data collectionMeeting scheduling and calendar managementAdministrative logistics coordination for meetings and events
Job description
Position Summary
Interior Health is hiring a permanent full-time Administrative Assistant/Medical Administrative Assistant to provide confidential administrative support functions to the Nursing Administration team at the Creston Valley Hospital in beautiful Creston, B.C. Who are we looking for? We seek a flexible and detail-oriented, knowledgeable, organized and skilled candidate who takes pride in their career and can make a significant impact in our fast-paced environment. This hands-on role involves working within an innovative culture focused on transformational change in the healthcare system. The successful candidate will have a proven track record of collaborating with diverse internal and external partners, including executives, directors, and managers. The successful candidate will coordinate operations, facilitate communications, and maintain standard work to support program initiatives and ensure smooth flow and program success.
What We Offer
Competitive salary and an attractive remuneration package
Career Growth
Employer paid training/education
Employer paid vacation (per collective agreement)
Employer paid insurance premiums
Extended Health & Dental coverage
Contribution to Municipal Pension Plan
Balanced lifestyle What will you work on? The Administrative Assistant/Medical Administrative Assistant works in a team environment to provide confidential administrative support functions for the assigned site management, under the direction of the site Manager. Position also provides confidential administrative support functions for the Chief of Staff office under the direction of the Coordinator, Medical Administration. The Administrative Assistant/Medical Administrative Assistant maintains the integrity and confidentiality of all information and performs routine administrative duties for the management and medical staff at the site(s). Responsibilities include coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; and designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets. Some Typical
Duties and Responsibilities
1. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence. 2. Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Drafts correspondence/ reports as requested. Prepares spreadsheets, graphs, flow charts, and statistics as required. 3. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format. Assists with maintaining the (program, department, etc.) web page. 4. Coordinates meeting schedules and calendars by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable. 5. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials. 6. Attends and acts as a recorder for confidential meetings such as management meetings and Local Medical Advisory Committee Meetings. Transcribes minutes and distributes accordingly. Follows up on action items as required, prepares agendas, and circulates necessary materials for meetings. 7. Supports the site management and the Chief of Staff in completing the required documentation associated with Human Resources including on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements. 8. Receives, reviews, and coordinates with the Executive Medical Director’s office for sign off on remuneration claims for Rural Continuing Medical Education, call-back claims, and locum expense claims. 9. Arranges on-site orientation for medical staff. Makes necessary changes and access arrangements (i.e. computer access, hospital access, admitting privileges, and photo id for medical staff. 10. Performs other related duties as assigned. How will you create an impact? Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community. Reasons to Apply at Interior Health... What we can do for you We offer a work environment conducive to growth and development of strong skills and a work environment that supports and promotes psychological health & safety for all. We offer the opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire. Come live, work and play where others only vacation. Make a difference. Love your work. Apply today! “Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the B.C. Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).” Qualfications Education, Training, and Experience:
Benefits
Career Growth
Extended Health & Dental coverage
Employer paid training/education
Balanced lifestyle
Employer paid insurance premiums
Employer paid vacation (per collective agreement)
Contribution to Municipal Pension Plan
Minute transcription and distribution
Agenda preparation and circulation of meeting materials
Human Resources documentation support (on staff/change notices, payroll removal forms, payroll queries, travel reimbursements)
Remuneration claims coordination (Rural Continuing Medical Education, call-back claims, locum expense claims)
On-site orientation coordination for medical staff
Computer and technical skills
Videoconferencing and teleconferencing equipment operation
Superior written communication
Superior verbal communication
Relationship building with internal/external partners and physicians
Collaborative team approach
Ability to anticipate and respond to changing priorities
Ability to influence change and handle conflict
Diploma and graduation from a relevant administrative or business support program.
Three to five years of experience in an administrative support position, including experience working with various computer software programs. Skills and Abilities:
Ability to work independently.
Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
Superior computer and technical skills are essential.
Proficient with computer software including MS Outlook, Word, Excel, and PowerPoint.
Ability to operate videoconferencing, teleconferencing, and related equipment.
Superior written and verbally communication abilities.
Ability to organize high volume workload and set priorities.
Demonstrated customer-focused approach.
Ability to develop effective relationships with IH staff at all levels, as well as with external agencies and physicians.
Demonstrated collaborative team approach with communication skills appropriate to handling complex relationships.
Ability to anticipate and respond to changing priorities and unforeseen challenges and opportunities.
Demonstrated ability to problem-solve effectively.
Ability to influence change and handle conflict.
Independent problem-solving and decision-making capabilities.
Physical ability to perform the duties of the position.
