Administrative Assistant, Pharmacy Services

City Langley
Job ID 2022-10796
Administrative / Accounting Clerical
Posting Date
5 months ago(4/25/2022 11:00 AM)
Employment Type
Relief Part Time
FTE
0.60
Scheduled Start & Stop Times
0800-1600
Program/Service
Lower Mainland Pharmacy Services
Salary at Time of Posting
$21.66-$28.42 per hour

Why Fraser Health?

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. Our team of 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

 

Get to know Lower Mainland Pharmacy Services:

 

Lower Mainland Pharmacy Services delivers integrated pharmaceutical care, services and programs across Fraser Health (FH), Providence Health Care (PHC), Provincial Health Services Authority (PHSA) and Vancouver Coastal Health (VCH). Lower Mainland Pharmacy Services includes 10 functional portfolio groupings across the four organizations - Long-Term Care, Community Based Pharmacy Programs, Professional Practice and Education Programs, Medication Safety, Information Systems and Technology, Medication Use Management, Business Support, Pharmaceutical Purchasing, Pharmaceutical Production, and Drug Distribution Systems. We employ all levels of Pharmacy Professionals across Metro Vancouver, the Fraser Valley and the Sunshine Coast.

 

We hire great people for great jobs. Do you have effective organizational skills? Bring your skills to a role where you can really make a difference.

 

We are looking for an Administrative Assistant to provide support within Lower Mainland Pharmacy Services. Are you prompt and professional in your delivery of service? Your enthusiasm will assist you when connecting with external and internal clients as the primary point of contact for your Director and managers.

 

This Relief Part Time position is based out of the Langley Fulfillment Centre in LangleyBC. This relief role is available until January 2023 or until return of incumbent.

 

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.  

Detailed Overview

Provides administrative and secretarial support to the Directors, Pharmacy Services and/or Managers, Pharmacy Services  by performing duties such as drafting and typing correspondence, generating reports and presentations, responding to a variety of internal and external inquiries, managing appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.

Responsibilities


  1. Produces a variety of confidential and sensitive documents in support of the Directors, Pharmacy Services and/or Managers, Pharmacy Services, including correspondence, reports, presentations and memoranda.

  2. Researches, organizes, and summarizes support materials. Generates reports and presentations.

  3. Manages appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues.

  4. Arranges meetings as directed. Books and sets up meeting rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting. Conducts or ensures follow-up on action items from meeting.

  5. Responds to a variety of internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.

  6. Coordinates the work flow within the assigned area. Receives, reviews, and processes information and takes follow-up action as required.

  7. Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.

  8. Assists in the monitoring of expenditures for budget reports by gathering, compiling, and calculating information.

  9. Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems and databases, indexing files and materials to be filed, and conducting file searches for requested information.

  10. Performs general timekeeping functions, inputs data and forwards to payroll for processing.

  11. Performs other related duties as assigned.

Qualifications

Education and Experience

Grade 12, graduation from a recognized administrative or secretarial program plus three (3) years' recent, related experience in a large complex business environment or health care environment or an equivalent combination of education, training, and experience.



Skills and Abilities

LEADS Capabilities


Leads Self
Self Awareness: Is aware of own assumptions, values, principles, strengths and limitations.
Manages Self: Takes responsibility for own performance and health.
Develops Self: Actively seeks opportunities and challenges for personal learning, character building and growth.
Demonstrates Character: Models qualities such as honesty, integrity, resilience and confidence.

Engages Others
Fosters the Development of Others: Supports and challenges others to achieve professional and personal goals.
Contributes to the Creation of a Healthy Organization: Creates an engaging environment where others have meaningful opportunities and the resources to fulfill their expected responsibilities.
Communicates Effectively: Listens well. Encourages open exchange of information and ideas using appropriate communication media.
Builds Effective Teams: Facilitates an environment of collaboration and cooperation to achieve results.

Achieves Results
Sets Direction: Inspires vision. Identifies, establishes and communicates clear and meaningful expectations and outcomes.
Strategically Aligns Decisions with Vision, Values and Evidence: Integrates organizational mission, values and reliable, valid evidence to make decisions.
Takes Action to Implement Decisions: Acts in a manner consistent with the organizational values to yield effective, efficient public-centered service. Demonstrates business acumen by efficiently and effectively identifying and managing human, capital, financial and information resources.
Assesses and Evaluates Results: Measures and evaluates outcomes. Holds self and others accountable for results achieved against benchmarks. Corrects course as appropriate.


Develops Coalitions
Builds Partnerships and Networks to Create Results: Creates connections, trust and shared meaning with individuals and groups.
Demonstrates a Commitment to Customers and Service: Facilitates collaboration, cooperation and coalitions among diverse groups and perspectives to improve service.
Mobilizes Knowledge: Employs methods to gather intelligence. Encourages open exchange of information. Uses quality evidence to influence action across the system.
Navigates Socio-Political Environment: Is politically astute. Negotiates through conflict. Mobilizes support.


Systems Transformation
Demonstrates Systems/Critical Thinking: Thinks analytically and conceptually; questions and challenges the status quo to identify issues, solve problems and design and implement effective processes across systems and stakeholders.
Encourages and Supports Innovation: Creates a climate of continuous improvement and creativity aimed at systematic change.
Strategically Oriented to the Future: Scans the environment for ideas, best practices and emerging trends that will shape the system.
Champions and Orchestrates Change: Actively contributes to change processes that improve health service delivery.


Professional/Technical Capabilities



  • Ability to type 55 w.p.m.

  • Ability to operate a computer using a variety of desktop technology and other standard office equipment.

  • Proficiency with all Microsoft Office applications at an intermediate level.

  • Ability to work independently and manage multiple and rapidly changing priorities.

  • Ability to deal effectively with others.

  • Ability to operate related equipment.

  • Physical ability to perform the duties of the position.

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