Vancouver Coastal Health

Administrative Assistant, Policy Office

Job ID 2025-139646
City Vancouver
Work Location
Exec - 601 W. Broadway, 11 flr
Home Worksite
00 - Excluded - VCHA
Labour Agreement
Excluded
Union
905 - Mgt/Excluded-VCHA (37.5 Hr)
Position Type
Baseline
Job Status
Temporary Full-Time
FTE
1.00
Standard Hours / Week
37.50
Job Category
Administrative Professionals
Salary Grade
03
Min Hourly
CAD $24.77/Hr.
Max Hourly
CAD $32.52/Hr.
Shift Times
0830-1630
Days Off
Saturday, Stats, Sunday
End Date
2/24/2026
Position End Date - Incumbent
Position ends on the listed end date or upon the return of the incumbent.

Salary

The salary range for this position is CAD $24.77/Hr. - CAD $32.52/Hr.

Job Summary

Come work as an Administrative Assistant, Policy Office with Vancouver Coastal Health (VCH)!

 

Reporting to the Policy Director and Senior Legal Counsel (the Director), Vancouver Coastal Health (VCH), the Administrative Assistant provides confidential administrative assistance to the Director and the Policy Office. The Administrative Assistant works with all Policy Office team members and supports communication and collaboration with staff across VCH in a manner that promotes positive and respectful relationships. We are looking for someone that is detail-oriented, organized, excellent with various software, and who enjoys supporting the development and improvement of tracking systems. Apply today to join our team! 

 

As an Administrative Assistant, Policy Office with Vancouver Coastal Health you will:

  • Update policy spreadsheets and file management documents.
  • Support document management, and edit policies and documents as required.
  • Administer the Shared Health Organization Portal for the Policy Office, including uploading documents, entering meta data, and ensuring all links are accurate.
  • Liaise with Communications to support implementation of changes to all websites that provide information about the work of the Policy Office.
  • Format policy documents and create templates for use by all staff and leaders.
  • Draft and send out consultation and evaluation surveys for the Policy Office and summarize data from survey responses to support policy decision-making.
  • Produce well-designed and accurate reports, correspondence, presentation materials, spreadsheets, charts, graphics, and memos based on content provided by other Policy Office team members.
  • Compile and collate analytical information/data to assist in trending, comparing, and benchmarking activities.
  • Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
  • Take meeting minutes.
  • Maintain a consistently updated and accurate appointment schedule for the  Director, and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
  • Carry out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying the Director or other appropriate personnel.
  • Attend the Policy Office in person regularly and on dates identified by the Director to support team collaboration. Attends meetings in person at other locations occasionally to support the work of the Policy Office.
  • Perform other related duties as assigned.

This work is framed within VCH’s commitments to our pillars of Indigenous Cultural Safety, Anti-Racism, Equity, Diversity and Inclusion, and Planetary Health.

Qualifications

Education & Experience

  • Graduation from a recognized administrative assistant/secretarial post-secondary program plus three (3) years of senior administrative support experience or an equivalent combination of education, training and experience.
  • Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills and the ability to type a minimum of 60 w.p.m.

Knowledge & Abilities

  • Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
  • Liaises in a professional and courteous manner with managers/directors, staff and the public to gather and disseminate information.
  • Communicates in a compelling, clear and understandable manner (both verbally and in writing) in order to represent the Director’s interests.
  • Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
  • Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information.
  • Collaborates with peers to ensure administrative systems and processes are consistently followed and monitored for effectiveness and that gaps are addressed and resolved when identified.
  • Employs expertise in the use of desktop computer applications to create a variety of documents and presentations.
  • Physical ability to perform the duties of the position.

Closing Statement

The hours of work including days off and work area may be subject to change consistent with operational requirements and the provision of the Collective Agreement and applicable statutes. Successful applicants may be required to complete a Criminal Records Review Check.

As per Ministry of Health policy, all health care workers working in publicly-funded health care facilities are required to report their past receipt of certain vaccines or history of certain infections. Collecting these records will allow for offering of any missing vaccines, and for appropriate actions to be taken in the event of any future exposure to a communicable disease or during outbreaks. For all new hires and appointments to Vancouver Coastal Health, you will be asked to provide this information as part of the onboarding process.

Why Join Vancouver Coastal Health (VCH):

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

At Vancouver Coastal Health, our vision of healthy lives in healthy communities inspires us and our values and pillars guide us. We support equitable practices, diverse teams and inclusive environments, which are vital to creating welcoming spaces where everyone can bring their whole selves to work and feel supported. We encourage applications from equity-deserving communities, including Indigenous Peoples and members of racialized groups, people with disabilities and people of all gender identities and expressions and sexual orientation.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2024.

Only short-listed applicants will be contacted for this posting.


***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https://my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.

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