Administrative Assistant - Facility Engagement

Administrative Assistant - Facility Engagement
Full NameFacilities Engagement Initiative
Locationhome office, Lady Minto Hospital

Job Posting: Administrative Assistant, Facility Engagement
Reports To: Lady Minto Hospital Medical Staff Association (MSA)
Duration: Six Month Contract Position with Option to Renew
Hours: Approximately 7-10 hours per week, subject to change
Remuneration: Subject to negotiation and experience
Location: Home office, Lady Minto Hospital, other - where appropriate

Job Summary:
Reporting to the Board of Directors, Lady Minto Hospital MSA, the goal of this position is to provide administrative support to the board of directors and any project or program of the Lady Minto Hospital MSA.

Key Responsibilities and Duties:
Provide administrative support to the Board of Directors and other assigned projects or Committees.
Scheduling meetings as required. This includes booking rooms, A/V equipment, and catering requirements.
Preparing agenda materials (photocopying, mailing, couriering, and emailing) relating to meetings and/or projects, for distribution to meeting participants.
Taking and transcribing minutes, maintaining accurate records, following-up on decisions made, and ensuring required action is initiated.
Updating databases
Support physicians with Continuing Professional Development (CPD) activities

Provide clerical support:
Organizing and maintaining electronic and paper files.
Gathering reports and assisting in generating monthly reporting documents.
Handling inquiries from physicians or health authorities in an efficient and courteous manner, providing explanations and/or redirecting, as appropriate.
Taking initiative to anticipate, assist, recommend, develop, and maintain office processes and infrastructure that support program activities.
Assisting on assigned projects and research.
Sorting e-mail and mail and identifying appropriate action or follow up with attached supporting documentation.
Assisting with preparing presentations, communications, correspondence, maintaining contact lists, and updating filing systems.
Providing administrative and logistical support for consultants working for the Lady Minto Hospital MSA.
Performing general office duties as required.

3. Organize SIMS rounds:
Organization of SIMS rounds (monthly) at Lady Minto Hospital including direct communications to hospital physicians regarding scheduling, tracking and providing certificate of completion to participants and post-SIM evaluation
Application for appropriate certification for SIM activities through the Cert-Plus system

4. Support Physicians with FEMS:
train of MSA physicians on the use of the Facility Engagement Management System (FEMS)
Support physicians with FEMS expense submissions and approvals and liaising with the Facility Engagement Liaison, DoctorsofBC FEMS support, or Enkel regarding questions or concerns as appropriate

Skills and Qualifications:
High school graduation supplemented by business and/or secretarial courses equivalent to up to one year of study with at least 3-5 years related experience.
MS Office suite, Outlook, Excel (high level), Word, and PowerPoint. Knowledge of SharePoint an asset.
Strong minute taking and transcribing skills.
Excellent written skills and proven ability to develop clear, concise and comprehensive reports and correspondence.
Ability to effectively organize multiple meetings.
Organized, resourceful and efficient with an outstanding attention to detail.
Able to accurately account and track claims and financial transactions.
Ability to set-up and maintain electronic and paper files.
Strong interpersonal, oral communication and relationship skills.
Excellent judgment in setting priorities, identifying issues and determining action required
Capable of working under pressure and deadlines.
Proven ability to multi-task, as the position requires flexibility and adaptability.
Demonstrated ability to work independently as needed but also as an important member of the team.

To Apply:
Interested candidates can email their resume and cover letter to jlongo@doctorsofbc.ca
We thank all applicants; however, only those selected for an interview will be notified.

September 25, 2020 9:30 AM

5 days, 13 hours

Listing ID 4735f6e16ee2f615
Avatar of Lady Minto Hospital Medical Staff Association

Lady Minto Hospital Medical Staff Association

Listing Owner Member Since: March 12, 2020

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