Workplace Assistant, Workplace Experience Network, Human Resources

Workplace Assistant, Workplace Experience Network, Human Resources

PHSA Corporate

Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA's Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Workplace Assistant reports to Team Leader, works in a matrixed human resources environment, and is accountable for participating as a member of the Workplace Experience Network (WEN) team to administratively support operational partners and a cross-functional team of Human Resources (HR) professionals. The Workplace Assistant provides administrative and clerical support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner and provides outward support for Operational Managers for selected HR transactional duties to ensure standardization and adherence to Collective Agreements and to improve efficiencies; complies and updates information/data, assists with postings and hiring, supplies HR related data and facilitating updating records, and arranges HR-related meetings and documents meetings. The Workplace Assistant works inclusively to closely partner with the centralized HR service teams in providing a full scope HR customer service in order to improve operational Manager time utilization and team performance.

The Workplace Assistant participates in HR special assignments, projects and events that have PHSA and Agency wide applications. Utilizes computerized word processing, spreadsheet and database software to produce a variety of correspondence and reports. Provides front-line services to operational partners involving the exchange of information in an effort to influence and guide staff through various processes and decision making, and to triage urgent/emergent issues to ensure connection to or response by the appropriate parties. Builds effective and respectful partnerships and develops a broad understanding of the health sector environment and operational group to respond to queries from operational partners and employees.

What you'll do

• Working under the guidance of the Team Leader, supports the operational partners and WEN team. Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details and process, and ensure follow-up and linkage by appropriate HR team member as appropriate on urgent/emergent issues. Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate. Arranges interview appointments, assembles materials for interview process, and conducts reference checking.
• Supports the WEN team and operational leaders with HR related administrative and project support including confidential/sensitive projects such as departmental reorganizations and transfers of services, by researching and gathering background information and HR data from a variety of sources, coordinating stakeholder meetings, entering project updates in tracking documents, and the interpretation and application of policies and procedures. Participates in a variety of HR projects and represents HR/operational partner for administrative matters.
• Prepares professional documents in an accurate and timely manner including those that are sensitive and/or confidential such as briefing notes and correspondence regarding employee discipline, professional responsibility, payroll issues, absenteeism, and leaves of absence, as well as policies, charts and graphs using various software application programs.
• Coordinates setting up meetings and participates in a variety of management team meetings by recording proceedings, preparing and distributing minutes and taking follow-up action as assigned.
• Maintains and updates applicable HR-related databases, records and web pages; actions changes to HR-related data such as position and timekeeping data. Compiles and monitors reports by collaborating with the Team Leader or Workplace Consultants and other colleagues.
• Coordinates office equipment set up and moves. Maintains an inventory of stationary and office supplies, completing purchase requisitions for approval, and ensures maintenance of office equipment.
• Assists in the development and implementation of program processes to ensure the effective and efficient management of programs within PHSA. Participates in the development and maintenance of administrative policies and helps to ensure all staff are aware of, and adhere to, policies and procedures.

What you bring

Qualifications

• A level of education, training, and experience equivalent to a Diploma in Human Resources and one (1) year of related experience in a large and complex organization.
• Models a commitment to service within a complex organization. Excellent written, verbal, and interpersonal skills; responds accordingly in a timely and efficient manner. Demonstrated ability to build strong, positive relationships and effectively work with various stakeholders and colleagues. Critical thinking and decision-making skills. Demonstrated ability to collect data from a variety of sources, draft correspondence and reports, and provide project support. Ability to work both independently and as an effective team member. Ability to work with discretion in preparing and handling information of a confidential and/or sensitive nature. Able to multi-task, organize and prioritize workload to successfully meet deadlines. Commitment to the value of continuous learning and an open curiosity for new ideas and innovation. Demonstrated ability to engage others to ensure success in the workplace. Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as the Microsoft Office suite at an intermediate level.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time

Salary Range: $48,476 -$63,624 /year. The starting salary for this position would be determined with consideration of the successful candidate's relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 302 - 2955 Virtual Way, Vancouver
Closing date: Applications accepted until position is filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 178449E

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit after receiving a full time job offer with PHSA**

What we do

The Provincial Health Services Authority ( PHSA ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of January 27, 2025. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.