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Provincial Health Services Authority

Secretary, Various Programs

Victoria, BC, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 6, 2026
Posting language: English
Posted: Oct 7, 2026

Original job description

Job Summary

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. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Secretary provides secretarial and administrative support within a team setting.

Duties/Accountabilities

Receives calls from all sources including patients; refers calls to other parties or provides information as appropriate and:
Determines urgency of incoming calls and takes appropriate action.
Relays information to and from clinical staff and outside facilities.
Obtains reports by contacting appropriate departments or outside sources.
Coordinates appointments and tests for patients in collaboration with the clinical team.
Accesses patient information system to retrieve patient data, as appropriate.
Greets visitors and handles enquiries.
Arranges meetings/conferences and associated logistics. Acts as a recording secretary by preparing agenda; drafting, typing and distributing minutes. Prepares materials as required.
Opens, screens, prioritizes and distributes mail. Maintains information and correspondence.
Formats and edits documents for correspondence. Drafts routine items for signature as required.
Assists with collecting, collating, formatting and preparing reports as required.
Assists clinicians in preparation of research documents and grant applications as required by collating information and updating documents.
Assists with clinician scheduling, timekeeping and collaborating with the clinical team for coverage as needed.
Maintains a safe environment for patients, families and staff by adhering to safety policies, procedures, guidelines and emergency procedures.
Participates as a collaborative member of the health care team.
Performs other related duties as assigned.

Qualifications

Education, Training and Experience

Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years’ recent related experience or an equivalent combination of education, training and experience.

Skills And Abilities

Ability to keyboard at 50 wpm.
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.

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More about this job

Responsibilities

Provides secretarial and administrative support, including handling calls and enquiries, coordinating patient appointments and tests, maintaining records, and preparing correspondence and reports. Supports clinicians with scheduling, timekeeping, research documents, and meeting logistics while following safety procedures and collaborating with the healthcare team.

Requirements

Requires Grade 12, graduation from a recognized secretarial program that includes medical transcription, and three years of recent related experience, or an equivalent combination of education, training, and experience. Candidates must be able to type 50 words per minute and communicate effectively, work well with others, organize work, operate related equipment, and perform the physical duties of the position.

Skills

Keyboarding
Medical Transcription
Verbal Communication
Written Communication
Interpersonal Communication
Organization
Appointment Coordination
Document Formatting and Editing
Meeting Coordination
Minute Taking
Patient Information Systems
Timekeeping
Report Preparation
Research Document Preparation
Equipment Operation

Visa sponsorship

Not detected in the job text

Keywords

Secretarial Program
Medical Transcription
Patient Safety
Healthcare Team
Patient Information System
Appointment Coordination
Test Coordination
Call Triage
Clinical Staff
Meeting Logistics
Agenda Preparation
Minute Taking
Mail Distribution
Correspondence
Document Formatting
Report Preparation
Research Documents
Grant Applications
Clinician Scheduling
Timekeeping
Safety Procedures
Emergency Procedures
Keyboarding
50 Words Per Minute

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