Provincial Health Services Authority (PHSA)·Vancouver, British Columbia
Provide complex confidential administrative and secretarial support to designated Senior Leader(s).
Manage day-to-day administrative operations and resolve day-to-day problems to ensure accurate and timely delivery of administrative services.
Maintain an updated and accurate appointment schedule for the senior leader and others as required.
Coordinate meetings, including agendas, identification/notification of interested parties, compilation of background materials, and preparation of decision-support packages.
Coordinate administrative meeting logistics and arrange catering, travel, and accommodation.
Attend and record senior management meetings; follow up on action items and in-services as required.
Respond to verbal and written communication by screening requests/inquiries, determining urgency/importance, and routing to appropriate leaders/staff.
Liaise with external organizations on behalf of the designated leader and ensure follow-up on emergent issues.
Triage visitors, calls, correspondence, and incoming materials; prioritize and direct messages/visitors appropriately.
Provide work direction and guidance to support staff and check others’ work to ensure administrative needs are met.
Participate in development and maintenance of administrative and clinical policies and ensure staff adherence.
Assist with budget development, monitor expenditures, ensure invoices are authorized, and analyze/report variances for multiple departments/programs.
Complete purchase requisitions/online purchasing and forward for processing; ensure invoices are authorized and submitted for payment.
Prepare and update documents including presentations, spreadsheets, correspondence, meeting minutes, and reports (including confidential/sensitive materials).
Develop and maintain professional graphical presentations and compile structured reports.
Initiate follow-up processes, resolve day-to-day problems, evaluate operating procedures, and advise management as necessary.
Provide project support, research information, track statistical data, and compile/analyze data for new projects and policy interpretation/application.
Design and maintain filing and distribution systems for confidential records (e.g., personnel, payroll, financial, and other sensitive documents).
Complete and submit eForms for designated leaders; process timekeeping for assigned staff; liaise with Finance, Payroll, and Human Resources
Administrative Assistant, Senior Leaders BC Mental Health Program Vancouver, 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. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Administrative Assistant provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple programs/departments including workload support and organization-wide activities, relevant human resource actions and subsequent projects and taking direction from other designated personnel as appropriate. The Administrative Assistant manages the day-to-day administrative operations and resolves day to day problems to ensure accurate and timely delivery of administrative service; analyzes, interprets and adapts guidelines; and works independently with minimal direction to balance priorities and workflow. Coordinates the flow of information, maintains the integrity and confidentiality of all information which flows through, and interacts with senior leaders, managers/directors and administrative support staff across the senior leaders portfolio and the organization to convey information and professionally represent the interests of the programs/departments/services and the senior leader(s) utilizing strong persuasion and communication abilities and the exchange of information. Attends and records senior management meetings, arranges travel and accommodation, coordinates meeting logistics, submits HR and Finance information, and maintains office equipment and supplies. Designs, creates and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; processes confidential and sensitive documents; and drafts and evaluates operating procedures for the assigned areas. What you’ll do
Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. 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. Coordinate administrative meeting logistics and makes catering, travel and accommodation arrangements. Attend and act as a recorder for confidential meetings such as senior management meetings and follows-up on action items and in-services as required.
Respond to verbal and written communication and liaises internally and externally by screening requests and inquiries, making a determination on the importance/urgency of the request, providing a response and/or forwarding to the designated Leader or other senior staff for reply. Liaise with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues. Effectively triage visitors, telephone calls, correspondence and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking and relaying messages, and directing visitors.
Education/training equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program.
Additional course work in advanced word processing, spreadsheet, and database applications.
Four (4) years progressive experience supporting senior level management.
Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts.
Demonstrated knowledge of Indigenous-specific mandates and commitment to eradicate Indigenous-specific racism and discrimination.
Commitment to Indigenous Cultural Safety and Humility, including recognizing personal biases and advocating for systemic change.
Knowledge of legislative obligations and provincial commitments in BC Mental Health Program contexts (e.g., TRC Calls to Action, In Plain Sight, BC Declaration on the Rights of Indigenous Peoples Act, UNDRIP, Declaration Act Action Plan, Remembering Keegan, BC Anti-racism Act).
Strong communication skills (verbal and written) with discretion handling confidential/sensitive information.
Ability to organize/prioritize work, work under time pressures, and handle interruptions and changing priorities.
Ability to analyze and interpret guidelines and work independently with minimal direction.
Advanced proficiency with computerized software packages (word processing, spreadsheet, database, scheduling, email, internet).
Ability to record and transcribe minutes of meetings.
Ability to type 60 words per minute
Provide work direction and guidance to support staff as needed and checks the work of others to ensure administrative needs of the area are met. Participate in the development and maintenance of administrative and clinical policies and to ensure all staff are aware of and adhere to policies and procedures.
Assist in budget development ensuring information is current and accurately compiled, monitor expenditures, ensure invoices are authorized to predetermined amounts and analyze and report variances for multiple departments/programs. Complete purchase requisitions/online purchasing and forwards for processing and ensures invoices are authorized for payment and submitted for payment.
Prepare and update various documents including presentations, spreadsheets, correspondence, meeting minutes, and report in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Develop, organize and maintain professional graphical presentations, including presentations given to groups outside of the organization. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compile information into structured reports.
Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate operating procedures, and advise management as necessary. Provide project support, research information, track statistical data, and compile and analyze data involving new projects and the interpretation and application of policies and procedures. Actively participate in team meetings and provide input to new policies, processes, quality improvement activities, and the development of strategies.
Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the programs/departments using methods that can be easily accessible to assigned staff.
Complete and submit eForms for designated Leaders; process timekeeping for assigned staff; and liaise with Finance, Payroll and Human Resources as necessary. What you bring
$58,494 - $76,773 /year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 4949 Heather St, Vancouver, BC V5Z 3L7
Applications accepted until position is filled Hours of Work: 08:30-16:30 (Monday to Friday) Requisition #: 201682E 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 July 23, 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.
Market context
In British Columbia, behavioral-health roles often reflect ongoing demand in acute care, community mental health, and integrated service settings. These positions are competitive because employers typically look for current BC nursing registration, recent experience with acute mental illness, and comfort working on multidisciplinary teams. Review the AI-summarized requirements and benefits on this platform to quickly compare fit against the original posting, then tailor your application to show relevant mental-health and team-based experience.
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