Job Summary:
Within the context of a client service culture and under general supervision, provides secretarial and clerical support to various Pathology & Laboratory staff by performing duties such as typing a variety of technical and non-technical material utilizing word processing and spreadsheet software and templates, drafting correspondence from verbal instruction and/or handwritten draft, filing and retrieving slides/blocks/reports, arranging meetings for medical staff, and making travel arrangements as required.
Duties/Accountabilities:
1. Provides secretarial support to team members of assigned area by typing a variety of technical and non-technical material such as medical reports, policy and procedure updates, reference letters, on-call schedules, labels, correspondence, forms, and spreadsheets by methods such as receiving work requisition, completing item according to instruction and utilizing various word processing and spreadsheet software packages and templates to draft, format and provide graphic enhancement to material/spreadsheets, and forwarding material to originator within established departmental time frames.
2. Drafts correspondence from verbal instruction and/or handwritten draft for review and signature by originator and/or composes and signs routine correspondence such as form letters when directed.
3. Arranges meetings for medical staff by methods such as booking appointments, locating and booking meeting rooms, arranging for audio/visual equipment, notifying applicable personnel and typing and circulating agenda(s) as required; attends meetings when designated by Supervisor to record proceedings, prepare minutes and forward to committee members in accordance with established format.
4. Sets up and maintains filing systems for a variety of information such as policies and procedures, laboratory data, and minutes by setting up computerized/hard files, updating and creating directories, lists and computerized spreadsheets, alphabetically filing material in hard files and indexing material as appropriate; purges old files and backs up computerized files according to standard procedures. Files slides, boxes, and requisitions as appropriate and retrieves slides, boxes, and reports according to established procedures. Organizes slides and blocks for rounds as required.
5. Makes travel arrangements for designated personnel by performing duties such as contacting travel agents, confirming travel dates, obtaining itineraries, compiling information and forwarding to designated staff for approval.
6. Identifies supplies according to predetermined needs by checking stock, completing internal requisitions to order replacement items for supervisor's signature, verifying receipt of items and stocking shelves as required.
7. Photocopies, faxes and distributes material such as reports for personnel within Pathology & Laboratory Medicine by receiving items for duplication and operating photocopying or facsimile machine as required.
8. Processes incoming mail by performing duties such as opening and date stamping mail, forwarding to appropriate team members and preparing outgoing mail such as consults for pick-up.
9. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12 and two years' recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard at 45 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit after receiving a full time job offer with PHSA**