Administrative Assistant, Professional Practice & Learning Strategy and Innovation

Fraser Health continues to be recognized as one of BC's Top Employers, are you someone who is passionate about making a difference in the lives of others?

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 nearly 45,000 medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

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.

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Come work with dedicated health care providers who are enthusiastic and committed to provide quality healthcare to our clients/patients/residents. We invite you to find out why more than 95% of new employees recommend Fraser Health as an excellent place to work. Work hard and have fun while you do it.

Curious to learn what it’s like to work here? Like us on Facebook (@fraserhealthcareers), follow us on Twitter & Instagram (@FHCareer), or connect with us on LinkedIn (fraserhealthcareers) for first-hand employee insights.

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families:

Working in support of creating remarkable patient experiences, the Administrative Assistant provides administrative support to the Directors within Professional Practice and LSI. Performs duties such as drafting and typing a variety of documents, maintaining calendars and preparing for meetings and events, generating a variety of reports and materials, assisting with the implementation and evaluation of training programs, assisting with staff onboarding, maintaining core documents and website, and developing and implementing new work methods and procedures.

1. Provides confidential administrative support to the Director, Professional Practice and LSI and the Professional Practice and LSI departments.
2. Drafts, designs, transcribes, and types a variety of documents such as correspondence, reports, presentations, memoranda, education materials, manuals, and flyers.
3. Manages appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences; resolves scheduling conflicts and issues. Arranges meetings as directed; books and sets up meeting rooms, prepares agendas, organizes materials, records and prepares minutes, and conducts or ensures action item follow up.
4. Assists with the preparation and implementation of professional practice and LSI training programs/courses/workshops by compiling and preparing course descriptions, marketing materials, and registration forms/criteria; communicates and markets events through online registration systems, the Professional Practice and LSI intranet page and calendar and other media as appropriate. Assists with course registration, manages wait lists and communicates with participants.
5. Provides assistance with conducting pre and post training program/course/workshop evaluations as required; inputs, tracks and reports on statistics. Creates solutions, processes and systems that enhance the evaluation process.
6. Assists with onboarding of new staff; works in conjunction with Talent Acquisition and Onboarding, People & Organizational Development and Payroll as required. Follows up with any outstanding issues, maintains related records and fields onboarding questions.
7. 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.
8. Updates and maintains various Professional Practice and LSI core documents including resource materials and internal work process; catalogues and archives materials and makes sure updated documents are available and accessible as appropriate. Maintains the department's Pulse page ensuring updated information is posted appropriately.
9. Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
10. Performs record management duties such as setting up and maintaining filing systems and databases, and conducting file searches for requested information. Assists with maintaining the department learning hub.
11. Assists with monitoring expenditures for budget purposes; receives invoices and processes as appropriate.
12. Performs timekeeping duties and reviews labour distribution reports as required.

Education and Experience

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

Competencies

Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities

• Ability to type 55 w.p.m.
• Knowledge of relevant software applications including word processing, spreadsheet, database, presentation, graphics, desktop publishing.
• Proficiency with all Microsoft Office applications at an intermediate level.
• Ability to design and create informational and marketing literature.
• 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.