Records Technician

Records Technician

BC Emergency Health Services

Saanichton, BC

In accordance with the Mission, Vision and Values, and strategic directions of BC Emergency Health Services, patient safety is a priority and a responsibility shared by everyone at BC Emergency Health Services, and as such, the requirement to continuously improve quality and safety is inherent in all patient and employee safety aspects of this position.

Reporting to RISK MANAGEMENT, the position provides records management and reception support to the BCEHS Corporate Head Office, and administrative support to the executive offices, other administrative professionals and BCHES field staff as required.

What you’ll do

• Maintains the BCEHS centralized administrative and operational records using Administrative Records Classification System and/or Operational Records Classification System (ARCS/ORCS) classification numbers within the Correspondence Records Management Systems (CRMS) by registering, opening, updating, combining and closing files as required and organizing documents and creating new volumes of files.
• Prepares files for off-site storage, and retrieves records from off-site storage upon request.
• Coordinates the final disposition documentation for all BCEHS offices to ensure records can be destroyed as scheduled.
• Advises and provides instruction to all areas of the BCEHS on records management processes including Risk Management, Human Resources, Finance and Operations, including Unit Chiefs.
• Performs receptionist duties as assigned such as answering incoming telephone calls, responding to or redirecting inquiries, taking messages.
• Receiving visitors and issuing parking and security passes.
• Receives and distributes faxes and mail including deliveries and prepares outgoing mail.
• Schedules appointments and meetings as directed, books meeting rooms and equipment, circulates notices, and orders and receives catering services as instructed.
• Tracks incoming correspondence by entering into CLIFF, distributes information and follows up as per established procedure.
• Performs secretarial duties including typing technical and non-technical material such as meeting agendas and minutes, correspondence, reports, lists and forms from written drafts by utilizing various word processing and spreadsheet software packages.
• Ensures building operations are effective, including the plumbing, electrical, heating and ventilation systems, submitting service requests in the online WSI work order system.
• Liaises with Facilities, WSI representatives, and contractors to make related changes and/or repairs to facility. Carries out necessary follow-up action including preparation and communication of findings and issue status.
• Ensures satisfactory janitorial services are provided by keeping a log of requests and meeting with WSI to conduct regular inspections.
• Orders office supplies as required and ensures supplies are replenished as required.
• Performs all tasks associated with forms development and administration and maintains inventory of all BCEHS printed forms, initiating orders as required.
• Performs other duties as assigned

What you bring

Qualifications

• Grade 12 and two years' recent related experience or an equivalent combination of education, training and experience.
• Ability to keyboard at 45 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.

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).

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 w