Administrative Assistant

Reporting To: Project Lead and Director, PMH Development

6 month contract

The Organization

The Victoria Division of Family Practice (VDFP) brings Victoria family practice physicians together to improve patient access to primary care, increase local physicians’ influence on health care delivery and policy, and provide professional support for physicians. The Division offers a supportive learning environment, and an opportunity to contribute to a non-profit organization and the community. More information about our organization can be found at https://www.divisionsbc.ca/victoria

Role Summary

With more than 130,000 unattached patients, Greater Victoria faces challenges in providing access to primary care, making it essential to address issues recruiting and retaining Family Physicians. The Administrative Assistant will help to support an innovative short-term practice coverage program designed to bolster existing recruitment and retention strategies and reduce the hassles of coordinating locum coverage. Within the program, eligible family physicians within Primary Care Networks (PCNs) will receive up to two weeks paid locum coverage per year, while also being freed of administration burdens such as contract negotiation, host/locum matching, scheduling, and orientation.

At the direction of a Project Lead and working closely with other team members, the Administrative Assistant will primarily focus on providing administrative support to staff and committees/working groups. This will include supporting scheduling of short-term practice (locum) coverages for a pool of ~200 Family Physician members of Greater Victoria Primary Care Networks. The Administrative Assistant has superior organizational skills and demonstrates a high level of attention to detail. Problem-solving, balancing priorities, multi-tasking, and meeting deadlines are all key requirements of this position.

Duties and Responsibilities

• Provide administrative and other support to the Project Team, Managers, committees, and other staff and working groups.
• Review and/or create documents and presentations including proof-reading for accuracy and formatting.
• Organize meetings and events (online or in-person) e.g., room bookings, catering, invitations, RSVP lists, etc.
• Prepare, assemble, and distribute meeting agenda, minutes, and related materials in advance of meetings.
• Attend and take minutes at meetings, maintain accurate records, and follow up on action items.
• Provide timely and efficient response to phone calls, faxes and emails from team members and others.
• Create and maintain efficient electronic and physical filing systems.
• Collect, enter, and verify data used by projects and programs.
• Other duties as required.

Qualifications

• Minimum four years recent related experience, healthcare sector experience an asset.
• Excellent computer skills, particularly in Outlook, Excel, Word and PowerPoint. Advanced experience with excel considered an asset.
• Experience with database management
• Excellent interpersonal and relationship building skills with proven diplomacy and customer service orientation.
• Ability to work respectfully, knowledgeably, and effectively with all stakeholders.
• Excellent verbal, written and organizational skills, and attention to detail.
• Proven experience with meeting scheduling and logistics, preparing and distributing materials, and taking accurate minutes.
• Experience with efficient office organization, including establishing and maintaining electronic and paper files.
• Able to perform multiple tasks, balance priorities and meet deadlines without close supervision.
• Able to work independently and as a member of the team.
• Familiarity with Medical Office terminology is an asset.

Time Commitment

We are looking for someone to join our team for approximately 17.5 hours per week for a 6 month term with a current extension pending up until March 30, 2025. (Potentially increasing the contract to a total of 15 months.)

Conditions of Employment

• Work from a remote, secure worksite using your own equipment. Contractors typically may use the Division’s downtown Victoria location as a workspace, but all staff and contractors are currently working from home.
• Attendance at evening meetings may be required
• The position will be contracted by the VDFP (https://www.divisionsbc.ca/victoria).
• A valid driver’s license and access to a vehicle is preferred

Please send resume and cover letter to HR@victoriadivision.ca by January 5, 2024

Job Type: Part-time

Salary: $25.00-$29.00 per hour

Expected hours: No more than 17.5 per week

Benefits:

• Casual dress
• Work from home

Schedule:

• Monday to Friday

Application question(s):

• Do you live within a 60km radius of Victoria?

Education:

• Secondary School (preferred)

Experience:

• health care: 1 year (preferred)

Ability to Commute:

• Victoria, BC (required)

Work Location: In person