Administrative Assistant at Fraser Health Authority

Salary

The salary range for this position is CAD $25.26 - $33.15 / hour

Job Summary

Are you a highly organized professional who thrives in a fast-paced environment? Do you enjoy balancing multiple priorities, working independently, and providing exceptional administrative support? Are integrity, resilience, and accountability values you bring to your work every day?

If so, we invite you to join Fraser Health as an Administrative Assistant supporting our dynamic and collaborative

Nurse Practitioner Team.

In this important role, you will provide confidential administrative support to the Director and serve as a key point of contact for both internal and external stakeholders. Your ability to anticipate needs, manage competing priorities, and maintain a high level of professionalism will contribute directly to the success of the team.

Key Responsibilities

As an Administrative Assistant, you will:

• Manage complex calendars, scheduling and coordinating meetings and appointments.
• Perform timekeeping duties and review labour distribution reports for accuracy.
• Receive, review, process, and follow up on information, correspondence, and requests.
• Develop and implement administrative processes and procedures, identifying opportunities for improvement and implementing effective solutions.
• Prepare and review budget-related information by compiling, calculating, and tracking expenditures.
• Coordinate meetings, including booking rooms, preparing agendas and materials, recording minutes, and ensuring follow-up on action items.
• Maintain records management systems, including electronic and paper filing systems, databases, indexing, and information retrieval.
• Support day-to-day operations through a proactive, organized, and customer-focused approach.

What You'll Bring

You are a flexible, self-directed professional with exceptional attention to detail. You excel at managing multiple responsibilities, adapting to changing priorities, and delivering high-quality work within tight timelines.

You Are Known For Your

• Strong organizational and time-management skills.
• Professionalism, discretion, and commitment to confidentiality.
• Excellent interpersonal and communication abilities.
• Sound judgment and ability to work independently.
• Positive, service-oriented approach and commitment to supporting others

Education And Experience

• Graduation from a recognized administrative or secretarial program.
• Three (3) years of recent related experience in a large, complex organization or healthcare environment.

An equivalent combination of education, training, and experience may be considered.

Why Join Fraser Health?

This is an opportunity to be part of a dedicated Nurse Practitioner team that is passionate about improving patient care and supporting one another. If you enjoy meaningful work, thrive in a collaborative environment, and take pride in delivering exceptional administrative support, we'd love to hear from you.

Your ability to manage multiple priorities, build strong relationships, leverage technology effectively, and consistently deliver high-quality administrative support will be key to your success in this role.

Detailed Overview

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.

Responsibilities

• Provides confidential administrative support to the Director, Professional Practice and LSI and the Professional Practice and LSI departments.
• Drafts, designs, transcribes, and types a variety of documents such as correspondence, reports, presentations, memoranda, education materials, manuals, and flyers.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
• 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.
• Assists with monitoring expenditures for budget purposes; receives invoices and processes as appropriate.
• Performs timekeeping duties and reviews labour distribution reports as required.

Qualifications

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.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, 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.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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Please be on alert for recruitment scams. We are aware of several scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment, nor ask you to download or install an app at any point during our recruitment process.