Secretary, Pharmacy Services

Are you looking for an exciting role in healthcare? Do you love working with a team of exceptional professionals? Bring your resourcefulness and effective analytical skills to a position that allows you to make a difference!

 

We hire great people for amazing jobs and are currently looking for a Part Time Secretary at the Pharmacy Services Department serving the community of North Vancouver, BC at Lion's Gate Hospital. This is a dynamic role and we need your help to deliver prompt and professional service.

 

Effective October 26th, 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

 

Who are we?

 

We are a collaboration of four premier health employers Fraser Health, Provincial Health Services, Providence and Vancouver Coastal Health and provide an integrated approach to pharmaceutical care and service excellence patients, residents and clients committed to investing in your professional development in creating an environment where you can advance your career.

 

If this sounds like the ideal role for you, here are more reasons we believe you should apply:

• A career that offers you the opportunity to work in a fast growing and exciting organization with professionals who are extraordinary in their respective fields.
• We offer a competitive compensation and benefit package, including comprehensive health benefits coverage.

We invite you to apply today and find out why working with our team is an excellent place to work! We value diversity in the work force and aim to maintain an environment of Respect, Caring & Trust.

 

 One Team, Best Pharmacy Care, Better Lives.

Performs administrative and secretarial duties, coordinates the workflow of the assigned area by establishing work schedules and organizing operating procedures and provides clerical support for the assigned department.

1. Screens and prioritizes incoming materials for the attention of department staff; responds to routine inquiries and material by composing and/or drafting correspondence or referring to the appropriate area.


2. Types a variety of technical and non-technical material such as correspondence, forms, graphs, memos, minutes, agendas, notices, reports, and spreadsheets using various software applications; transcribes materials such as memos, meeting minutes and related correspondence and distributes materials to appropriate staff.


3. Coordinates the workflow of the assigned area by monitoring and maintaining office equipment and by organizing operating procedures for secretarial, filing, storage, retention and related support systems; establishes work schedules and ensures completion of work; develops new work methods and/or procedures, identifies problems and recommends solutions to the Coordinator or designate regarding office support systems.


4. Attends and participates in meetings by recording proceedings, preparing minutes, reports and agendas and providing secretarial support; takes follow up action as result of meetings; maintains department manuals including applicable policy and procedures manuals.


5. Maintains appointment calendars for team members by determining and prioritizing urgency of requests, scheduling appointments and arranging meetings, altering schedules where necessary, notifying participants and booking rooms/equipment, as needed; makes travel arrangements as required.


6. Answers the telephone, greets and/or redirects visitors to the appropriate area, responds to queries, takes/relays messages and/or redirects callers to appropriate area, as required.


7. Maintains timekeeping records for staff by receiving daily timesheets, coding and entering information into the payroll system an checking entries for accuracy; liaises with Payroll on resolving issues such as changes to timekeeping procedures and employee inquiries.


8. Maintains on-call lists and schedules by entering data into a spreadsheet and making changes as requested; prints and distributes updated list to teams members, as required.


9. Monitors department office supplies and equipment; completes purchase requisitions for authorization as required; operates office equipment and carries out minor maintenance such as loading paper and removing paper jams; refers maintenance issues to the appropriate personnel, as needed.


10. Sets up and maintains filing and distribution systems for a variety of records and files by indexing binders/logs, creating and labelling files and filing materials; compiles monthly workload statistics by gathering information, inputting data, performing simple calculations and preparing summary reports.


11. Receives and processes requests such as vacation, leaves of absences, terminations, reimbursements for travel and/or related expenses by preparing documentation and forwarding to appropriate person for approval; processes expense forms for items such as mileage, parking, conferences, cheques for consulting services, hospital pharmacy licence renewals, and subscriptions.


12. Performs other related duties as assigned.

Education and Experience

Grade 12, graduation from a recognized secretarial program, supplemented by courses in medical stenography plus three (3) years' recent, related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard at 50 wpm.


• Ability to communicate effectively both verbally and in writing.


• Ability to deal with others effectively.


• Physical ability to carry out the duties of the position.


• Ability to organize and prioritize work.


• Ability to operate related equipment.