Receptionist and Service Support

Résumé du poste

Acts as the primary point of contact for visitors and callers at the corporate office while providing comprehensive clerical and administrative support. Manages office logistics, including meeting room scheduling, supply ordering, and assistance with Board materials and expenses.

Détails du poste

Job Summary In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Manager, Multi-Site Building Operations, the Receptionist is the first point of contact for the general public, government representatives from the Ministry of Health and senior staff from other health care organizations. The Receptionist will support a variety of functions dealing with very sensitive and confidential material that often has an impact on the organization. As this position is the first line contact for incoming calls and visitors to the corporate office, strong communication and interpersonal skills are required. Duties/Accountabilities Performs reception duties for the PHSA corporate / CEO office, including receiving and directing visitors, responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details, and ensure follow-up by relevant personnel on emergent issues. Performs general clerical support by performing tasks such as receiving, sorting and distributing incoming and outgoing mail, screening the 1333 West Broadway email inbox and responding as necessary, typing, copying, faxing, and coordinating couriers as requested. Processes employee access ID and temporary passes for the 1333 West Broadway location, ensuring appropriate process are followed. Creates and accesses spreadsheets, inputs information utilized for the creation of mailing and contact lists; accurately creates and maintains the 1333 West Broadway distribution lists and updates the SharePoint site as needed. Orders supplies for the corporate office by using on-line ordering and completing purchase requisition and forwarding to Logistics for processing. When requested, assists the Board Liaison with the creation of Board material, Board correspondence and Board meeting schedules. Tracks any relevant Board meeting expenses, coordinates logistics for designated personnel attendance at meetings, and makes any necessary travel and accommodation arrangements as required. Monitors/maintains the office equipment and arranges for service calls and/or repairs to be performed as directed. Maintains a coordinated and up-to-date calendar for designated meeting rooms by determining urgency and nature of requests, scheduling and making necessary arrangements for equipment, catering and supplies as required, and resolving time conflicts. Prepares and updates various documents such as reports, correspondence, presentation materials, spreadsheets, and website materials in an accurate and timely manner. Some material may be confidential or include information of a sensitive nature. Utilizes a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Collects and enters data, and compiles relevant statistical and other information into structured documents. Assists in budget management by monitoring invoices and expenditures, ensuring invoices are authorized to predetermined amounts, and analyzing and reporting variances for the Operations Manager. Completes and submits a variety of eForms for designated Leaders; and liaises with Finance, Payroll and Human Resources as necessary. Qualifications A level of education, training, and experience equivalent to Grade 12 plus completion of relevant business or secretarial courses and three (3) years of recent, related experience. Demonstrated ability to deal with multiple tasks and deliver required results on deadline without close or constant supervision. Demonstrated ability to exercise judgment independently. Demonstrated ability to communicate, both verbal and written, in an effective professional manner with all levels of staff. Demonstrated ability to work with confidential and sensitive issues. Strong attention to detail. Demonstrated ability to use related equipment including word processing, spreadsheet, database(s), email, and internet applications.

Ce que vous ferez

Acts as the primary point of contact for visitors and callers at the corporate office while providing comprehensive clerical and administrative support. Manages office logistics, including meeting room scheduling, supply ordering, and assistance with Board materials and expenses.

Exigences

Requires a high school diploma plus business or secretarial courses and three years of recent related experience. Must demonstrate the ability to handle sensitive information and multitask independently in a professional environment.

Compétences indiquées

• interpersonal skills · Souhaitée
• Communication · Souhaitée
• Saisie de données · Souhaitée

Autres compétences pertinentes

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Reception
• Clerical Support
• Communication
• Interpersonal Skills
• Calendar Management
• Budget Monitoring
• Data Entry
• Spreadsheet Management
• Confidentiality
• Travel Coordination
• Meeting Logistics
• Professional Writing

Domaines d’emploi

• Administrative
• Healthcare
• Customer Service & Support
• Government & Public Sector