Business Support Assistant - Executive & Senior Leadership Acquisition

Fraser Health is the heart of health care for over two million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers dedicated to serving our patients, families and communities.

We are seeking a resourceful and detail-oriented Business Support Assistant – Executive & Senior Leadership Acquisition to join our growing Executive Search and Physician Recruitment team. With strong administrative abilities and communication skills, the Business Support Assistant will be process and results-focused and will specialize in providing excellent and timely client service and collaboration with our team, candidates and external partners.

Fraser Health values diversity in the work force and strives to maintain an environment of Respect, Caring & Trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable, and culturally safe manner.

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

Provides business services support to the assigned portfolio hiring leaders in the area of human resources hiring processes, general administration, financial and operational data and reports.

Acts as a point of contact for assigned portfolio hiring leaders to receive/convey information and represent the interests of the assigned team.

1. Initiates, prepares, completes and processes human resources and payroll transactions such as processing status changes, vacancy requests, leaves of absence, payroll systems and other relevant corporate systems.
2. Arranges interview appointments, assembles materials for the interview process, conducts reference checks and completes hiring documentation.
3. Assists in budget development by ensuring information is current and compiled; pulls financial results information and advises Director/Managers on issues; monitors expenditures and ensures invoices are authorized to predetermined amounts; analyzes and reports on financial variances for multiple departments/programs; recommends corrective action.
4. Maintains and audits business systems, processes and invoices to check for inaccuracies such as timekeeping, various third party contracts and purchased services; assists managers with the review of financial reporting reports by running reports and identifying key information.
5. Collects and compiles data gathered from corporate transactions to support such things as safety initiatives, employee retention, budget analysis and sick leave management.
6. Analyzes operational reports such as absenteeism and overtime; identifies attendance issues and sets up meeting for Director/Manager and/or front line supervisor to review concerns with employees.
7. Ensures sick leave data is forwarded to the Workplace Health in a timely manner and requests for graduated return to work (GRTW) plans are processed; serves as the site contact for all GRTW plans.
8. Represents the department/unit(s) for administrative matters.
9. Assists in the communication and implementation of organizational policies and procedures including responding to employee inquiries; represents the department/unit(s) on administrative matters, as required.
10. Maintains and updates various computer databases and web pages; collects relevant data and produces a variety of reports, presentation materials, spreadsheets and memos.
11. Compiles background information and supporting materials to support Director/Manager decision-making; coordinates and arranges meetings; prepares and distributes meeting minutes, as needed.
12. Handles communication matters from own knowledge and/or by referring to appropriate personnel.
13. Initiates, composes and edits correspondence of a sensitive/confidential nature such as employee discipline, professional responsibility, payroll issues, absenteeism and leaves of absence; ensures appropriate follow up of information.

Education and Experience

Grade 12 and successful completion of additional post-secondary business courses such as Accounting, Finance and/or Human Resources, supplemented with three (3) years' recent, related experience, 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:

• Exercises judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature
• Experience with confidential employee and applicant information
• Demonstrates creativity, resourcefulness and effective customer service-orientation
• Applies and explains policies and procedures and performs detailed analyses of a variety of reports
• Utilizes effective interpersonal skills when providing direction, guidance and training to new and existing team members, ensuring clarity of roles and responsibilities, adherence to standards of quality and effective and timely service
• Applies time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success
• Ability to operate related equipment including applicable software applications
• Physical ability to perform the duties of the position