Secretary, Plant Services

Salary

The salary range for this position is CAD $32.39 - $32.39 / hour
Job Summary

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We are currently looking to fill a Casual opportunity for a Secretary, Plant Services at Burnaby Hospital located in Burnaby, BC.

What We're Looking For:

• Qualifications: Grade 12 and graduation from a recognized secretarial program.
• Experience: At least three (3) years' recent related experience or an equivalent combination of education, training and experiences

Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields. Fraser Health offers opportunities for career growth and advancement and competitive benefits.

We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust.

If you're ready to join a team dedicated to providing care and support, apply now! Together, we can make a significant difference in the lives of individuals and families, empowering them on their journey to recovery.

To learn more about our Maintenance & Trades positions, read employee insights, and view current job vacancies, please visit this link to Facilities on our website: Facilities Maintenance and Journeyman Trades

Take the next step and apply so we can continue the conversation with you.

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Detailed Overview

Under the general direction, performs secretarial, adminstrative and reception duties for the Manager, Plant Services.
Responsibilities

1. Performs secretarial duties such as screening incoming mail and prioritizing items for the attention of the Manager, Plant Services, Assistant Chief Engineer and Maintenance Supervisors; responds to inquiries by drafting correspondence or referring to appropriate area.
2. Coordinates the activities of the office by establishing and organizing operating procedures.
3. Types a variety of documents such as correspondence, minutes, memos, reports, specifications and procedural documentation by transcribing from draft or various sources.
4. Schedules appointments and meetings in response to requirements; responds to internal/external electronic mail requests for service or information.
5. Performs reception duties such as greeting visitors, answering incoming telephone calls, responding to enquiries, taking messages and referring to other staff as appropriate; operates the radio communication system and pages tradesmen to attend to maintenance issues.
6. Distributes maintenance requests in accordance with predefined trade responsibilities; processes incoming work requisitions from user departments by performing duties such as maintaining and updating records, generating work orders and entering data; generates reports and satistics as required.
7. Creates timecards for departmental payroll; creates and maintains employee paycard, templates and schedules; inputs employee attendance into a computerized payroll including vacation, leaves and overtime; answers enquiries from staff regarding their available benefits and payroll concerns; books appointments for staff with Health Nurse and arranges hearing protection and testing with outside agencies.
8. Sets up and maintains master vacation schedule for department; notifies Manager of conflicting requests; sets up and maintains up-to-date attendance calendars for all departmental personnel and advise manager of status.
9. Compiles, summarizes and maintains departmental records and statistical databases related to departmental activities; analyses reports such as the Cost Centre Management Summary and investigates variances.
10. Contacts external vendors/suppliers for service/supplies required; arranges for courier services; sets up and maintains records of purchase orders; follows up on outstanding orders and discrepencies.
11. Issues master keys, identification and radios to outside contractors/consultants visiting or working on site; maintains master sign-in sheet; coordinates contractors with staff or user departments; follows up on unreturned identification/keys.
12. Assists in the preparation of estimates for maintenance/capital projects by calculating and distributing actual and estimated labour/materials costs; prepares capital projects billings from actual labour, invoices, material transfers and submits to Finance Department for reconciliation.
13. Sets up and maintains departmental library containing architectural drawings and project materials.
14. Makes travel and hotel arrangements and reservations; arranges room bookings, catering and audiovisual equipment for meetings and special events.
15. Performs other related duties as required.

Qualifications

Education and Experience

Grade 12, graduation from a recognized secretarial program and three (3) years' recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard 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.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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1. Performs secretarial duties such as screening incoming mail and prioritizing items for the attention of the Manager, Plant Services, Assistant Chief Engineer and Maintenance Supervisors; responds to inquiries by drafting correspondence or referring to appropriate area.
2. Coordinates the activities of the office by establishing and organizing operating procedures.
3. Types a variety of documents such as correspondence, minutes, memos, reports, specifications and procedural documentation by transcribing from draft or various sources.
4. Schedules appointments and meetings in response to requirements; responds to internal/external electronic mail requests for service or information.
5. Performs reception duties such as greeting visitors, answering incoming telephone calls, responding to enquiries, taking messages and referring to other staff as appropriate; operates the radio communication system and pages tradesmen to attend to maintenance issues.
6. Distributes maintenance requests in accordance with predefined trade responsibilities; processes incoming work requisitions from user departments by performing duties such as maintaining and updating records, generating work orders and entering data; generates reports and satistics as required.
7. Creates timecards for departmental payroll; creates and maintains employee paycard, templates and schedules; inputs employee attendance into a computerized payroll including vacation, leaves and overtime; answers enquiries from staff regarding their available benefits and payroll concerns; books appointments for staff with Health Nurse and arranges hearing protection and testing with outside agencies.
8. Sets up and maintains master vacation schedule for department; notifies Manager of conflicting requests; sets up and maintains up-to-date attendance calendars for all departmental personnel and advise manager of status.
9. Compiles, summarizes and maintains departmental records and statistical databases related to departmental activities; analyses reports such as the Cost Centre Management Summary and investigates variances.
10. Contacts external vendors/suppliers for service/supplies required; arranges for courier services; sets up and maintains records of purchase orders; follows up on outstanding orders and discrepencies.
11. Issues master keys, identification and radios to outside contractors/consultants visiting or working on site; maintains master sign-in sheet; coordinates contractors with staff or user departments; follows up on unreturned identification/keys.
12. Assists in the preparation of estimates for maintenance/capital projects by calculating and distributing actual and estimated labour/materials costs; prepares capital projects billings from actual labour, invoices, material transfers and submits to Finance Department for reconciliation.
13. Sets up and maintains departmental library containing architectural drawings and project materials.
14. Makes travel and hotel arrangements and reservations; arranges room bookings, catering and audiovisual equipment for meetings and special events.
15. Performs other related duties as required.

Education and Experience

Grade 12, graduation from a recognized secretarial program and three (3) years' recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard 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.