Administrative Support Secretary

Work Area: 
Biomedical Engineering - C&W Oak Street Campus
Base Site: 
C&W Oak Street Campus
Regular Full Time
Job Category: 
Biomedical Engineering
Acute Care Hospital
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.


The Administrative Support Secretary performs administrative functions and a variety of secretarial and clerical duties in support of the integrated Biomedical Engineering department, which provides services in support of the safe, efficient and effective utilization of medical technology across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health (collectively, the “Organizations”). Duties include coordinating clerical/administrative workflow of the geographical site(s), screening and prioritizes incoming requests, typing and formatting of technical & non-technical material utilizing and manipulating various word processing, graphics, database, and spreadsheet software packages, drafting correspondence from verbal instruction and/or handwritten draft, compiling statistical reports, functioning as the receptionist, coordinating purchasing functions, verifying accuracy of invoices, maintaining accounts records, performing timekeeping for staff, and maintaining filing systems according to departmental policies and procedures.


Ability to keyboard at 50 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.


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


Performs administrative functions such as liaising with other Biomedical Engineering sites on work flows and other departmental support matters, participating in inter-site meetings, and coordinating clerical/administrative workflow of the geographical site(s) including transactions with external agencies on behalf of the Department; compiles statistical reports on geographical site(s) activities by researching, gathering and checking information, recording and compiling statistics, and summarizing into report form.

Participates in the development of operating procedures in conjunction with the Coordinator Administration and Business Support by methods such as identifying problems, inconsistencies, inefficiencies and alternate solutions in office procedures, recommending changes, and working together with staff and designated team members to streamline processes in order to meet the needs and requirements of each geographical site. Revises clerical procedures for approval as required.

Coordinates the setting up of vendor accounts for the geographical site(s) and maintains records utilizing spreadsheet software by reviewing accounts, following-up on discrepancies and preparing information for reporting purposes. Reviews and updates external contracts and prepares documentation for Director’s signature. Coordinates purchasing functions including processing individual purchase requests for items such as parts and supplies necessary for the service of medical devices by methods such as clarifying/confirming specifications required by users, determining the source, availability and price of goods, providing information and making recommendations; prepares purchase requisitions, arranges for appropriate approvals and places specific purchase orders with suppliers.

Verifies the accuracy of invoices by performing duties such as checking quantities, prices, extensions, discounts and totals, identifying