Front Desk Office Assistant, BCCSU

REQ: 
PHC19-118506
Work Area: 
BCCSU
Base Site: 
1045 Howe
City: 
BC
Status: 
Temporary Full Time
End Date: 
Jul 29, 2020
FTE: 
1.00
Job Category: 
Administrative/Clerical
Research
Category: 
Community
Corporate
Hours: 
0830-1630

Summary

Within the context of a client and family centered model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Director, Administrative Services, BCCSU, the Front Desk Office Assistant provides a variety of clerical support for the BCCSU such as greeting visitors, answering telephone calls, answering general enquiries and referring enquiries as appropriate; opening, screening and distributing incoming mail and processing outgoing mail; scheduling appointments, managing meeting room calendars, updating databases, handling confidential information, typing a variety of information utilizing various word processing, faxing, photocopying and ordering supplies.

Skills

Demonstrated ability in handling sensitive and confidential information.
Working knowledge of office practices and procedures.
Intermediate skills using a variety of software programs (MS Office: Word, PowerPoint, Excel, Outlook; Internet).
Ability to multitask, organize and prioritize workload.

Ability to work in a team environment and with minimal supervision.

Ability to adapt, be flexible to changing priorities and demands under pressure and to meet deadlines.

Ability to demonstrate effective interpersonal skills.

Ability to communicate effectively both verbally and in writing including grammar,
spelling and proofreading skills.

Ability to anticipate potential problems / conflicts and take appropriate action.

Ability to keyboard at 50 WPM.

Ability to deal effectively in challenging situations.

Ability to take initiative to develop and improve systems, procedures and processes.

Education

Completion of an Office Administration Certificate plus two years’ of recent, related office experience or an equivalent combination on education, training and experience

Duties

Performs reception duties such as greeting and directing visitors, answering general enquiries and referring enquiries as appropriate.

Reviews and flags for appropriate action of day-to-day incoming material and confidential correspondence including mail, e-mail and voicemail. Processes and prioritizes information, screens, triages and acts upon requests and enquiries, including confidential and sensitive information.

Opens, screens, sorts and distributes incoming mail and redirects as appropriate for response as required. Processes outgoing mail, arranges courier pick-ups, and sends and receives faxes.

Performs telephone reception duties such as receiving and screening telephone calls, redirecting callers to voicemail or as appropriate. Updates and creates distribution lists for a variety of directories.

Maintains equipment and stationery supplies according to department needs and budget by identifying depleting items, completing appropriate requisitions to order replacement items and verifying receipt of items by comparing order received to purchase order. Organizes and maintains the central supply room. Utilizes the E-Pro, Royal Printers, Vancity Couriers, and Grand and Toy websites to order supplies.

Prioritizes own daily reception duties and workload including mail, e-mail, and voicemails to ensure deadlines are met. Takes initiative and identifies inefficiencies in office procedures and makes recommendations to the Director, Administrative Services.



Coordinates and monitors usage of supplies including Blacktop taxi vouchers for the department.

Manages and coordinates Howe building passes for all BCCSU employees. Acts as primary liaison between the fourth floor and the property management company. Advises of facility-related concerns brought forward by staff, such as maintenance issues.

Arranges maintenance and repairs on department equipment such as fax, photocopier, and printer and takes appropriate action with reference to warranty information.

Performs other related duties as assigned.