Administrative Assistant

Job title: Administrative Assistant

Job description: THE POSITIONThe Division Administrative Assistant role is a pivotal position responsible for independently managing and excelling in various administrative tasks. Key responsibilities include preparing meeting materials, recording notes, arranging meeting logistics, and supporting operational systems. Strong communication, organizational skills, and cultural awareness are essential for success in this role. Effective teamwork and communication will be essential in engaging with team members, seeking advice when needed, and building collaborative relationships with stakeholders, partners, and the community. The Administrative Assistant is supported by the Division’s Executive Director and is a critical member of our effective, dynamic and passionate team.BACKGROUNDThe qathet Division of Family Practice (qDoFP) is a hub of local healthcare collaboration and part of a province-wide initiative designed to strengthen primary health care in BC. Operating as a non-profit society, the qDoFP aims to increase primary health care capacity and to improve patient and population outcomes by developing and implementing programs and services that will positively impact family doctors and their patients. The role is undertaken in the spirit of the qDoFP, namely collaboration, continuous improvement, accountability, and equity. The qDoFP operates on the traditional and treaty land of the Tla’amin people.ROLES & RESPONSIBILITIES

• Provide comprehensive administrative support to the Division team, committees, and working groups.
• Respond to requests for information or refer requests to relevant team members.
• Format and edit correspondence, reports, briefing notes, presentations, and a variety of other documents. May also be asked to research and compose documents listed above.
• Manage member calendar of events.
• Serve as the main point of contact for members and partners.
• Manage master membership list and UpToDate registration.
• Act as administrator for web-based accounts (M365, SageHR, etc.).
• Assist the Operations Lead with administrative tasks, i.e., bank deposits, mail pick-up, cards purchase, etc.
• Coordinate and manage meeting and event logistics, including scheduling, catering arrangements, equipment requirements, and registration for both in-person and virtual meetings (Teams).
• Assist in preparing meeting materials, including reports, presentations, and agendas.
• Record detailed meeting notes and promptly prepare summaries, encompassing action items, decision logs, parking lot items, and participant satisfaction.
• Draft, proofread, and edit emails, letters, memos, and other written communications on behalf of the Division, ensuring professionalism, branding, accuracy, and adherence to organizational standards.
• Support the collection, input, processing, and analysis of data and information to aid in the development and evaluation of Division initiatives.
• Assist in managing Division invoices and financial reporting processes.
• Manage membership onboarding and offboarding processes to ensure compliance with bylaws and policies.
• Coordinate travel arrangements for team members, including booking flights, accommodations, and transportation, in accordance with organizational policies and budget constraints.
• Actively participate in regular Division team meetings and engage in learning sessions on job-specific topics.
• Promote a culturally safe work environment and engage in ongoing learning opportunities related to reconciliation.
• Maintain positive relations with stakeholders, partners, other professionals, and the community.
• Exercise discretion and confidentiality in handling sensitive information.
• Manage information collection, storage, and usage in compliance with the Personal Information Privacy Act (PIPA).
• Provide cross coverage with Primary Care Network (PCN) Administrative Assistant.
• Perform any other related duties as required.

EDUCATION & EXPERIENCE

• High school diploma or equivalent (college level preferred).
• Minimum 5 years’ relevant experience with proven ability to work independently.
• Any equivalent combination of education and experience.

CORE COMPETENCIES

• Self-Management – independently manages and is accountable for this role’s workload, time, resources, and deliverables.
• Teamwork – effectively communicates and engages with team members; seeks direction and advice when needed; builds and maintains collaborative relationships to work together as a team; respects others and shows alignment toward a common goal.
• Stakeholder Focus – creates positive relationships with members and partners (community, patients, Vancouver Coastal Health [VCH], etc.); seeks to understand diverse expectations and needs; employs and promotes cultural safety and humility; facilitates solutions that considers members and partner’s imperatives.
• Adaptability – adapts and responds constructively to new situations, changing environments and shifting priorities; shows resilience in the face of constraints, frustration, or adversity; is not knocked off balance by the unexpected.
• Decision Making – assesses situations for importance, urgency, and risks; applies logic and systems thinking to generate effective solutions; makes timely, sound decisions in line with strategic priorities and direction.

KNOWLEDGE & SKILLS

• Knowledge of the BC healthcare system and experience working in a healthcare setting or experience working with physicians and allied health care providers is an asset.
• Strong problem-solving skills.
• Ability to organize work, set objectives, establish priorities, and manage time and resources.
• Strong interpersonal and relationship building skills.
• Ability to work independently with minimal supervision.
• Ability to use information technologies utilized in association with this position.
• Strong ability to use technologies, especially M365 applications.
• Knowledge of cultural awareness and sensitivity best practices.

WORKING CONDITIONS

• Scheduled hours per week: The standard working days are Monday to Friday. Scheduled work patterns will be determined collaboratively between the employer and the employee. Employees may need to accommodate early morning or evening meetings.
• Hybrid workplace model: The Division follows a hybrid workplace approach, allowing employees to work from home (or other places) as well as from the Division office. The balance of office and home (or other places) will depend on the needs of the position and will include weekly presence in the office for team cohesion and collective intelligence.
• Technology: Employees must provide their own phone and computer.
• Travel requirements: This position requires some in-town travel between office and training sites.
• Team culture: This position requires a commitment to our team culture, which includes what we value, how we make decisions, how we perform and how we solve disagreements.

HOURS & COMPENSATION

• Current resources allow us to support this work at approximately 20-25 hours per week.
• Compensation ranges between $25-35 per hour.
• Total compensation includes comprehensive health benefits, annual cost of living adjustment, generous vacation and paid time off allocations, and self-retirement contribution.

SELECTION PROCESSTo apply, please upload your resume and cover letter by 5 PM on April 14, 2024.For more information, please contact Guy Chartier, Executive Director.We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.

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