Assistant, People & Talent Development

1. Provides confidential administrative support to the Director, Leaders and assigned Client Partners.
2. Coordinates the workflow for the assigned area; develops and implements new work methods and procedures; identifies problems; recommends alternative solutions and implements approved changes. Contributes to the development of new standard operating procedures, revises old standard operating procedures.
3. Develops processes and systems for data entry to Administrative and other databases.
4. Supports the implementation of specific programs, working with the team to develop supporting materials, marketing, registration and criteria. Partners with outside consultants and/or vendors to ensure quality of service delivery. Supports other groups in planning, managing and coordinating events such as conferences and workshops.
5. Markets events/programs including communication with FH staff via internal communication channels and tools. Markets courses externally for non-FH staff as appropriate.
6. Supports Fraser Health's recognition programs through a range of administrative support functions such as: typing and merging letters, responding to inquiries, maintains appropriate records, preparing and updating various records and reports.
7. Maintains contact with internal departments and external vendors regarding recognition gifts; conducts inventory review, maintains gift inventory records, assists in preparing annual and monthly gift order process and provides required information to resource contact for shipments.
8. Maintain recognition reports and prepares courier bags for the shipment of recognition gifts/supports to site managers.
9. Assists with researching information pertaining to recognition and long service dates and by following specific guidelines, updates employees' long service information on database and Meditech; liaises with employees and Managers as required to confirm information.
10. Supports the Performancelink program by updating reporting hierarchy (roll up tree) for the excluded group and unionized positions received from managers. Uses Meditech, Financial roll up, and organizational chart information to create various reports-to structures to determine reporting roll up. Provides assistance and acts as a resource to Performancelink users by responding to calls and e-mails from system users and provides assistance. Updates intranet pages (Pulse and Management Centre) on program criteria, timeframes, information sessions and contact information.
11. Assists the Client Partners by conducting pre and post course evaluations as required. Inputs, tracks and reports out on statistics and monitors evaluation and follow-up of statistical data. Creates solutions, processes and systems that enhance service delivery based on information collected.
12. Manages applications and associated processes for education, recognition, and/or engagement supported by the department.
13. Maintains and monitors budget and reviews with Director and Leaders. Creates and maintains spreadsheets and enters data for departmental expenses and prepares invoices for payment. Reviews online financial reporting functions and advises on variances. Participates with leaders in assessing current and future budget needs. Ensures necessary supplies/services are purchased for all departmental and program needs.
14. Receives and provides admin support to confidential client requests for conflict resolution, team development and coaching services. Maintains the intake of service requests from specific departments containing confidential information of team dynamics and distributes as necessary within the assigned Organization Development, People & Culture department. Contributes to future programming based on client requests and feedback. Partners with Client Partners to ensure that client service requests are adequately addressed.
15. Supports and manages the logistics for large-scale corporate events and services for excluded staff, such as Director's Forum, Quarterly Business Meetings and Management Conference.

Qualifications

Grade 12, graduation from a recognized secretarial program plus three years secretarial experience, preferably in a health care environment, or an equivalent combination of education, training and experience.

COMPETENCIES:
Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities

• Demonstrated knowledge of software applications such as PowerPoint, MS Word, Excel and Pagemaker Desktop Publishing computer programs.
• Ability to type a minimum of 60 wpm.
• Ability to write and design informational literature (flyers, brochures, messages, letters, newsletters, and handouts).

About Fraser Health

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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IMPORTANT: Recruitment scam warning

Please be on alert for potential recruitment scams. We are aware of recent scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment at any point during our recruitment process.