Administrative Secretary, Ortho Clinic - BC Children's Hospital

Administrative Secretary
Ortho Clinic (Hip Surveillance Clinic) - BC Children's HospitalVancouver, BC
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.

Within the context of a patient and family centered care model and in accordance with the established vision and values of the organization, position provides confidential administrative and secretarial support to a Division or Department Head. Duties include typing technical and non-technical material, utilizing word processing, spreadsheet and presentation software, answering telephone, greeting visitors and responding to general inquiries. Screens, prioritizes and redirects incoming and outgoing correspondence and electronic mail. Schedules/books out-patient appointments. Maintains calendars for Leader and designated team members, scheduling appointments and arranging meetings. Attends meetings to take minutes, types and distributes agendas and minutes and follows up on action items. Supports the academic and research activities of the Division/Department.

What you’ll do

Transcribe and type a variety of material such as consult reports, patient histories/reports, research papers and abstracts, manuscripts and papers for publication, grant proposals/applications, statistics and minutes of meetings from drafts or dicta equipment. Distribute materials as necessary. Print out or type appointment lists and appointment letters as requested for patients and staff/physicians and send via email or regular mail. Compose correspondence/letters for routine inquiries and submit for signature.
Maintain appointment calendars by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Make travel arrangements as required. Prepare physician’s on-call roster for coverage and distributes schedule.
Support the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintain curriculum vitae for medical staff. Provide orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provide clinical administrative support to Residents and Fellows including the preparation of materials. Prepare schedules including the on-call schedule for Residents and Fellows.
Attend departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepare minutes/reports and take follow up action.
Answer telephone, screen callers, greet and redirect visitors, respond to queries, take/relay messages and/or redirect callers to appropriate personnel or area. Screen and prioritize incoming material for the attention of appropriate personnel.
Receive and process requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts. Co-ordinate, pre-register and confirm patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedule follow up appointments for patients as needed and confirm appointments in advance of scheduled times. Notify the appropriate departments and patients/families of any cancellations.
Obtain written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtain other essential information in accordance with established policies and procedures regarding the release of client information. Record demographic information when patient arrives and explain multi-disciplinary appointment system to parent(s) or guardian(s).
Sets-up and maintain filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
Prepare expense claim forms for physician payment when requested and send to appropriate hospital department for processing. Prepare Fee for Service billing statements as needed and submit to Medical Services Commission.
Compile, maintain and store patient information, various statistics, index cards and related medical information. Input data to appropriate database, and prepare summary reports using manual/computerized spreadsheets. Access and extract requested data from the computer system for appointment and other purposes; print and forward to designated personnel according to established procedures.
Monitor departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
Perform other related duties as required.

What you bring

Qualifications

Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription
Three (3) year’s recent, related experience or an equivalent combination of education, training and experience.
Keyboard at least 60 wpm.
Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Children's & Women's Health Center contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies

Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

Skills & Knowledge

Communicate effectively verbally and in writing.
Organize work.
Deal with others effectively
Operate related equipment.
Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
Annual statutory holidays (13) with generous vacation entitlement and accruement.
PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Temporary Full-Time (Until September 2027 or Until Return of Incumbent)Wage: $32.39 / HourLocation: 4500 Oak Street, Vancouver BC V6H 2N9Closing Date: Applicants accepted until position is filledHours of Work: Monday to Friday 08:00-16:00 (Shift times may vary depending on operational need in the Hip Surveillance Clinic)Requisition #: 206655E

What we do

The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at [email protected].

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

Attention current employees of PHSA:

You must apply via your internal profile at http://internaljobs.phsa.ca.

The internal job posting expires on November 17, 2026 and will no longer be accessible. If the internal job posting has expired, please e-mail [email protected] with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.

If you have not yet set up an internal profile, please e-mail [email protected] with your PHSA employee ID number to obtain your temporary password. Our business hours are Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days.

If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at [email protected].