Administrative Assistant - Primary Care Network

Job Description

Division Summary

The North Shore Division of Family Practice is a local not-for-profit organization funded by the Government of British Columbia and Doctors of BC and is part of a province-wide initiative designed to improve patient care, increase family physician influence on healthcare delivery and design, and enhance professional satisfaction for physicians. The North Shore Division has approximately 300 family physician members, is led by a Board of Directors, and works in collaboration with Vancouver Coastal Health, BC’s Ministry of Health, and community organizations.

Job Summary

Reporting to the PCN Director or delegate, this role performs a wide range of administrative, scheduling, and reception duties. Responsibilities include coordinating appointments within the Primary Care Clinical Pharmacist (PCCP) portfolio of the PCN. The Administrative Assistant ensures accurate entry of booking and patient information into the electronic medical record (EMR) system, retrieves data from electronic databases, and pulls reports to support statistical tracking and reporting needs. The role also includes performing general office duties, to ensure efficient daily operations and communication with members and the public.

Primary Duties and Responsibilities

• Schedules and books appointments in an electronic medical record accordance with the PCN Pharmacist’s established priority levels.
• Adjusts schedules and makes alternate arrangements for appointment changes in PCCP Pharmacists' operations to ensure the optimum booking time is used and patients' appointments are scheduled in a manner that meets their needs.
• Enters and registers patient information into the electronic medical record (EMR) by obtaining details from patient documentation.
• Supports communications and responds to enquiries from physician members and the public through multiple channels, including telephone reception, email, written correspondence, newsletters, and the Division website.
• Provides scheduling and logistical support for meetings, takes minutes, distributes materials, and follows up on action items.
• Provides administrative support to project teams and working groups.
• Supports program evaluation activities by collecting information and collating data.
• Performs general office duties as required.

Required Qualifications

High School Graduation and related post-secondary education, and one year experience in administration and/or scheduling and booking patients.

Skills and Abilities

• Excellent interpersonal and relationship building skills with proven diplomacy and customer service orientation.
• 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.
• High proficiency in MS 365 (Word, Excel, Outlook, PowerPoint)

Hours of Work

The hours of work are part-time, totaling 16 hours per week. There are 4 shifts of 4 hours per day between Monday and Friday and are scheduled within operational hours of 9:00 AM to 5:00 PM.

Salary

$25-$30 per hour

Qualified applicants please submit resume with a formal cover letter. We appreciate all applicants, but only short-listed candidates will be contacted. Applications without a cover letter will not be short-listed.

Please submit your application to