Log In
Sign Up
Canada
Fraser Health Looking for Secretary, Plant Services at Surrey, BC Full Time
Why Fraser Health?:
Take the next step and apply so we can continue the conversation with you.
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 43,000 staff, 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.
Take the next step and apply so we can continue the conversation with you.
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.
Detailed Overview: Under the general supervision of the Manager, Plant Services, provides secretarial and administrative duties for the Plant Services Department such as scheduling and arranging appointments and meetings, participating in inter-departmental meetings and formulating and updating departmental procedures. Meets with various departments to streamline processes and workflow and compiles statistics on departmental activity using wordprocessing and spreadsheet software. Processes incoming work and project requisitions, enters data and generates reports utilizing a computerized Management System. Maintains Plant Services projects by tracking and recording allocated labour and material resources and prepares and submits invoice to appropriate area as required. Types technical and non-technical material using word processing software, screens and prioritizes mail and sets up and maintains filing systems. Performs timekeeping duties, and contacts external suppliers/vendors on urgent parts and or service requests. Responsibilities:
- Schedules and arranges appointments and meetings for the Manager, Plant Services by performing duties such as determining urgency of request in order to respond to scheduling requirements, confirming appointments, maintaining Manager’s schedule, booking rooms and arranging for supplies, equipment and materials as required.
- Performs reception duties by performing duties such as answering/directing incoming calls for department staff and communicating emergency requests accordingly, taking messages, answering questions regarding department policies and procedures and forwarding messages or queries to appropriate personnel to ensure prompt responses.
- Processes incoming work and project requisitions received from user departments utilizing the computerized Maintenance Management System by performing duties such as prioritizing requests, maintaining and updating records, generating work orders and entering data. Generates reports and monitors the preventative maintenance tasks.
- Maintains Plant Services projects by performing duties such as tracking and recording allocated labour and material resources and other associated costs utilizing the computerized Maintenance Management System and other computerized software, transferring data from purchase order, calculating applicable taxes and following-up with appropriate departmental staff and/or Materiels Management on inquiries and/or concerns. Prepares and submits invoices to Financial Planning and user departments on project completion as required.
- Types technical and non-technical material such as correspondence, memos, agendas and minutes by performing duties such as utilizing word processing software packages and transcribing from dictation and/or handwritten draft for the Department Manager, Chief Engineer and Department Supervisors as requested.
- Screens and prioritizes incoming mail and materials for the attention of the Department Manager, Supervisors and Chief Engineer and responds to routine written inquiries and material by performing duties such as composing correspondence or drafting for signature of appropriate personnel.
- Identifies inconsistencies in office procedures by performing duties such as recommending changes to Department Manager, formulating and revising departmental procedures, developing forms for approval to streamline workflow, drafting for approval and communicating updates to appropriate staff as required.
- Sets up and maintains departmental filing systems for a variety of records such as correspondence, reports, minutes, purchase requisitions and working drawings library by performing duties such as creating and labelling files, developing forms, indexing materials and filing.
- Performs timekeeping functions for the department by performing duties such as maintaining time sheets and attendance records, gathering hours worked, coding hours into payroll system and forwarding to payroll upon approval. Reviews verification reports, identifies discrepancies and answers staff inquiries.
- Compiles a variety of statistical information on departmental activity utilizing wordprocessing and spreadsheet software by performing duties such as receiving data, research, gathering and checking information, retrieving information from computerized Maintenance Management System, entering data into report format, compiling statistics and summarizing into report form for departmental purposes.
- Maintains departmental levels of stationary and office supplies by performing duties such as completing requisition, forwarding to Department Manager for authorization and forwarding approved requisition to appropriate personnel as required.
- Attends a variety of committees to take minutes, draft agendas and takes follow-up action including drafting correspondence as required.
- Coordinates departmental transactions on behalf of Plant Services by performing duties such as meeting with designated departmental personnel, completing forms and determining methods to streamline departmental processes and workflow.
- Contacts external suppliers/vendors on urgent requests such as parts and/or service by performing duties such as receiving request from department staff to check status of order, contacting external supplier/vendor to determine status of order and following-up and/or referring discrepancies to Materiels Management.
- Maintains Plant Services vacation chart by performing duties such as receiving vacation requests from staff, preparing chart, advising staff whether vacation is approved and/or denied from Department Manager and/or Supervisors, notifying Manager and/or Supervisor on conflicting requests and entering approved requests onto chart for posting.
- Maintains Plant Services shift rotation schedule by performing duties such as receiving master rotation from Supervisor, inputting vacation days, EDO days and staffing meetings onto schedule in accordance with established procedures utilizing computerized spreadsheet software, forwarding discrepancies to Supervisor and circulating schedules.
- Performs other related duties as required.
Qualifications: Education and Experience
Grade 12, graduation from a recognized secretarial program plus three years’ recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
- Ability to type at 60 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to organize work.
- Ability to operate related equipment.
