Secretary, Fmo Plant Services

1. Schedules and arranges appointments and meetings for the Manager, FMO by performing duties such as determining urgency of request in order to respond to scheduling requirements, confirming appointments, maintaining Manager’s schedule, booking rooms and arranging for supplies, equipment and materials as required.
2. Performs reception duties by performing duties such as answering/directing incoming calls for department staff and communicating emergency requests accordingly, taking messages, answering questions regarding department policies and procedures and forwarding messages or queries to appropriate personnel to ensure prompt responses.
3. Processes incoming work and project requisitions received from user departments utilizing the computerized Maintenance Management System by performing duties such as prioritizing requests, maintaining and updating records, generating work orders and entering data. Generates reports and monitors the preventative maintenance tasks.
4. Maintains FMO projects by performing duties such as tracking and recording allocated labour and material resources and other associated costs utilizing the computerized Maintenance Management System and other computerized software, transferring data from purchase order, calculating applicable taxes and following-up with appropriate departmental staff and/or Materiels Management on inquiries and/or concerns. Prepares and submits invoices to Financial Planning and user departments on project completion as required.
5. Types technical and non-technical material such as correspondence, memos, agendas and minutes by performing duties such as utilizing word processing software packages and transcribing from dictation and/or handwritten draft for the FMO Manager, Chief Engineer and FMO Supervisors as requested.
6. Screens and prioritizes incoming mail and materials for the attention of the FMO Manager, Supervisors and Chief Engineer and responds to routine written inquiries and material by performing duties such as composing correspondence or drafting for signature of appropriate personnel.
7. Identifies inconsistencies in office procedures by performing duties such as recommending changes to FMO Manager, formulating and revising departmental procedures, developing forms for approval to streamline workflow, drafting for approval and communicating updates to appropriate staff as required.
8. Sets up and maintains departmental filing systems for a variety of records such as correspondence, reports, minutes, purchase requisitions and working drawings library by performing duties such as creating and labelling files, developing forms, indexing materials and filing.
9. Performs timekeeping functions for the department by performing duties such as maintaining time sheets and attendance records, gathering hours worked, coding hours into payroll system and forwarding to payroll upon approval. Reviews verification reports, identifies discrepancies and answers staff inquiries.
10. Compiles a variety of statistical information on departmental activity utilizing wordprocessing and spreadsheet software by performing duties such as receiving data, research, gathering and checking information, retrieving information from computerized Maintenance Management System, entering data into report format, compiling statistics and summarizing into report form for departmental purposes.
11. Maintains departmental levels of stationary and office supplies by performing duties such as completing requisition, forwarding to FMO Manager for authorization and forwarding approved requisition to appropriate personnel as required.
12. Attends a variety of committees to take minutes, draft agendas and takes follow-up action including drafting correspondence as required.
13. Coordinates departmental transactions on behalf of FMO by performing duties such as meeting with designated departmental personnel, completing forms and determining methods to streamline departmental processes and workflow.
14. Contacts external suppliers/vendors on urgent requests such as parts and/or service by performing duties such as receiving request from department staff to check status of order, contacting external supplier/vendor to determine status of order and following-up and/or referring discrepancies to Materiels Management.
15. Maintains FMO vacation chart by performing duties such as receiving vacation requests from staff, preparing chart, advising staff whether vacation is approved and/or denied from FMO Manager and/or Supervisors, notifying Manager and/or Supervisor on conflicting requests and entering approved requests onto chart for posting.
16. Maintains FMO shift rotation schedule by performing duties such as receiving master rotation from Supervisor, inputting vacation days, EDO days and staffing meetings onto schedule in accordance with established procedures utilizing computerized spreadsheet software, forwarding discrepancies to Supervisor and circulating schedules.
17. Arranges room bookings, catering and audiovisual equipment; makes travel and hotel arrangements and reservations as required.
18. Performs other related duties as assigned.

Education and Experience

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

Skills and Abilities

• Ability to type at 60 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.

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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