Administrative Assistant, Rural Research

Organization: RCCbc and Island Health

Location: Comox Valley Hospital

Led by rural physicians, the Rural Coordination Centre of BC (RCCbc) is a network that improves the health of people and communities in rural British Columbia. Funded primarily by the Joint Standing Committee on Rural Issues, our network partners include healthcare providers, healthcare administrators, community members, policymakers, educators, researchers, and non-profit and business leaders. We serve all communities in British Columbia covered by the Rural Practice Subsidiary Agreement.

In accordance with the Vision, Purpose, and Values, and strategic direction of the Vancouver Island Health Authority, (Island Health) patient safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

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Role Summary

In accordance with the Vision, Purpose, and Values, and strategic direction of the Vancouver Island Health Authority, (Island Health) patient safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Assistant, Rural Research works in a team environment to provide confidential administrative support functions to the Rural Coordination Centre of BC (RCCbc), the Manager, Patient and Public Research Engagement, and other Island Health Research staff as required.

Key Duties and Responsibilities

The Administrative Assistant serves as a vital linkage to keep the team informed and aligned to its priorities and provides confidential administrative and secretarial support. Responsibilities include: managing day-to-day administrative operations; coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry); maintaining the integrity and confidentiality of all information which flows through and is processed for management as it pertains to client care, operations, personnel, labour relations, finance, and public affairs.

The Administrative Assistant determines courses of action from established alternatives to make decisions that will have a positive impact to service delivery and exercises initiative, judgment and problem-solving skills to complete confidential, time-sensitive work.

Travel may be a requirement of this position. Transportation arrangements must meet the operational requirements of Island Health in accordance with the service assignment and may require the use of a personal vehicle.

Qualifications

Education, Training and Experience

High school graduation and completion of a post-secondary office or administrative program. A minimum of 3 years of related experience working in a complex organization including experience in change management, developing and promoting adult educational material, and facilitating workshops.
Experience working with a Senior Executive Team and partner organizations such as the Divisions of Family Practice are an asset. Familiarity with health research, qualitative analysis and databases.
A valid BC Driver’s License.

SKILLS AND ABILITIES

- Knowledge of health systems planning principles and frameworks, project management, administration, and current Health Authority service delivery issues and challenges.
- Strong teamwork skills and a demonstrated ability to deliver successful outcomes by influence and motivation.
- Experience working with/engaging physicians and community groups.
- Understands and practices cultural safety and humility
- Knowledge of or willing to learn the health care environment in rural communities
- Sensitivity and discretion in communicating internally with various staff members, and externally with Ministry of Health and government agencies, other health care authority representatives, and member of the public to receive and disseminate information.
- Experience coordinating budgets and financial information.
- The ability to work in a highly-structured, fast-paced, and sometimes stressful environment and to be motivated to continue improving it.
- Adaptability and a willingness to learn new things and work with minimal supervision.
- Highly developed organizational skills and the ability to set priorities and effectively coordinate multiple functions.
- Excellent interpersonal skills with attention to detail. Clear communication skills, both written and verbal.
- Analytical skills with strong problem-solving abilities.
- Highly technical computer skills (i.e. MS Office programs and database tools like Excel, Project, Visio, Nvivo, Power Point; knowledge of team site and web design and management).
- Physical ability to perform the duties of the position.

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