Administrative Assistant Category 4

Description

Are you a detail-oriented, proactive team player with top-notch organizational, administrative, and interpersonal skills? Do you thrive in dynamic environments and enjoy being a key support to leadership and teams? If so, we invite you to apply to this full-time Administrative Assistant opportunity! In this role, you’ll be playing a vital role in managing schedules, working with external collaborators, supporting events and assisting with a variety of projects. This role is structured to provide administrative support for both the BCCNM Executive Office and the office of the BC Health Regulators.

Status: Regular, Full-Time

Term: A 2-year employment term set to end in January 2027; BCCNM will apply the terms of the Collective Agreement to this role accordingly.

Work Location: Hybrid (a combination of in-office and remote work)

Expected Start Date: January 2025

This position is unionized. The current collective agreement can be found here.

Who we are

British Columbia College of Nurses & Midwives

The British Columbia College of Nurses & Midwives (“BCCNM”) is the college empowered under the Health Professions Act to regulate the practice of all licensed practical nurses, nurse practitioners, registered midwives, registered nurses, and registered psychiatric nurses in British Columbia. Regulation helps to protect the public by ensuring that professional care or service received by the public is competent, ethical, and meets the standards that society views as acceptable.

As western Canada’s largest health profession regulator, we believe a diverse and inclusive team enriches our efforts to protect the public. We welcome applications from all who reflect of the communities we serve, and especially encourage Indigenous Peoples and members of equity-seeking groups to apply. We believe diverse perspectives and experiences bring both innovation and better outcomes to the work we do and the decisions we make.

BC Health Regulators

BC Health Regulators (“BCHR”) brings together all health profession regulators – known as health regulatory colleges – in British Columbia, providing an administrative and organizational foundation for collaboration between the colleges. Our shared mandate is to serve and protect all British Columbians, ensuring regulated health care providers deliver qualified, safe, and ethical care to their patients and clients.

BCHR brings together BC’s health regulatory colleges to collaborate on improving regulation and regulatory practice across our organizations. As part of BCHR, the BC College of Nurses and Midwives (BCCNM) works closely with BCHR to advance effective regulation and regulatory practices. This role will support both organizations in achieving these aligned goals.

BCCNM’s commitment to Indigenous Specific Anti-Racism

BCCNM is committed to working with Indigenous Peoples and health system partners to support Indigenous-specific anti-racist practices in the health system. As the largest health regulator in Western Canada, BCCNM has the opportunity to influence the health professionals we regulate, as well as the broader health-care system, to break the cycle of racism, and improve health outcomes for Indigenous Peoples. BCCNM has pledged to become culturally safe and anti-racist, and to support the health professionals we regulate to do the same.

What we offer you

We promise to provide you with rewarding work where you will be part of a passionate team contributing to our important mandate of protecting the public. As a member of the team, you can expect to be working in a collaborative, team-based environment, and treated in a respectful and professional manner.

Upon successfully completing a 90-day probation period, the college provides a generous vacation and extended benefits package. As an employee, you receive 100% employer-paid health and dental benefits. Additionally, we contribute to B.C.'s Municipal Pension Plan to help you secure your retirement income. Throughout your career with us, you will engage in a variety of learning and development. To support you in work and life, we provide an employee assistance program and fitness allowance perk. Working with us allows you to enjoy flexible hybrid work. This position is located in Vancouver, but you’ll be able to work remotely up to 3 days a week. Our office is closed for the 11 statutory holidays in B.C. as well as Easter Monday and Boxing Day.

Responsibilities

As recorded in the Collective Agreement with MoveUP Together (COPE Local 378), the responsibilities of the role will include the following:

• Provides administrative support including drafting agendas; taking minutes; communicating verbally and in writing to answer inquiries and provide information; scheduling meetings and appointments; attaching relevant files as required. Edits and formats documents for spelling, grammar, and coherence in accordance with Style Guides; and compiles and organizes information.

• Composes replies to routine correspondence; writes, proof reads and prepares a variety of reports, records, statistics and statements, meeting minutes and other written materials; and ensures high quality deliverables. Assembles and/or formats data, reports, presentations or surveys in accordance with policies and procedures. Creates, processes and maintains a wide variety of files, records, spreadsheets and related materials in accordance with organizational policies and procedures.

• Processes a variety of financial transactions including preparation and submission of receipts, expenses, invoices, bills, and purchase orders.

• Performs data entry to process materials such as registrant records, employer reports, and financial information. May perform other data processing functions.

• Responsible for planning and coordination of events such as conferences, focus groups, general meetings, and travel – confirms attendees, books rooms, refreshments, etc; makes reservations – hotels, flights, meeting rooms, cabs, etc. may negotiate rates.

• Maintains the department intranet site.

• Maintains confidentiality.

• May be required to order office stationery supplies and services.

• Demonstrates a commitment to ongoing learning related to Indigenous cultural safety and humility and supporting organizational actions towards addressing indigenous-specific racism in BC’s health care system.

In addition to responsibilities listed above, the duties will include providing administrative support to small projects such as tracking timelines, identifying and collecting and disseminating project information.

Education & skills

• High school diploma and business college certificate, or equivalent
• 4 years of related experience
• Demonstrate advanced skills in standard office software applications, in particular Microsoft office products (excel, word, outlook, PowerPoint) and Visio;
• Ability to learn software programs and to become familiar with software upgrades at an advanced level;
• Ability to type at least 60 wpm;
• Ability to take initiative and exercise independence of judgment and action with minimal supervision;
• Ability to deal effectively and efficiently with BCCNM registrants, members of the public and staff;
• Ability to follow policies, procedures, practices and directions as related to the duties of the job;
• Ability to organize and prioritize own work with minimal supervision;
• Ability to maintain confidentiality of information received while performing regular work functions;
• Effective communication and collaboration skills;
• Effective customer service skills;
• Fosters and maintains an organizational culture that promotes mutual respect, teamwork and service excellence.

How to apply

If you are interested in this position, please apply online by 11:59pm on December 1, 2024. To see a full list of our current opportunities or to learn more about working with the BC College of Nurses & Midwives, please visit our website at Careers at BCCNM.

As part of our hiring processes, please note that all final candidates undergo technical testing through a third-party agency.

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