Administrative and Data Entry Clerk

Administrative and Data Entry Clerk

Provincial Newborn Screening

Vancouver, BC

The Administrative and Data Entry Clerk performs clerical and secretarial duties including data entry of patient/test information into the laboratory information system, typing a variety of materials including patient reports, maintaining department files and records, taking and transcribing minutes of meetings, and booking appointments.

What you’ll do

• Receives incoming specimens and requisitions and checks for accuracy and completeness of information such as personal health number, name, date of birth and tests required. Contacts physicians or labs for missing information and makes necessary corrections.
• Enters patient data into computer systems, issues new patient identification number where required and identifies duplicate record problems, obtains or clarifies missing or questionable information, corrects errors and omissions in patient demographic data and enters corrections into computer systems.
• Assembles and types a variety of material such as manuals, articles for publication, teaching materials, schedules, duty lists and rosters, reports, correspondence, and statistics from memoranda, e-mail, dictation or rough draft, as required.
• Sets up and maintains department files and records such as patient files, laboratory reports, correspondence, inventories, billings and schedules.
• Answers telephone enquiries, takes messages, and refers calls where appropriate.
• Searches for and retrieves patient or department information from databases as requested.
• Sorts and distributes incoming mail and processes outgoing mail, including laboratory reports and correspondence.
• Composes and types routine memos and correspondence for approval and signature.
• Attends meetings, takes minutes, transcribes, and distributes as requested.
• Assists the senior staff with research studies by maintaining statistics, bibliographies, formats, requests article reprints as requested.
• Inputs, edits, formats, and merges data in word processing, databases and computer systems for patient records, inventory control, billing and scheduling as required.
• Schedules appointments for departmental staff and arranges meetings as requested. Makes travel arrangements for departmental staff, if necessary. Completes travel and other expense claims for signatures.
• Maintains inventories of department office supplies to pre-determined levels, prepares purchasing requisitions for signature when necessary. Receives and distributes supplies by checking for correct documentation on incoming and outgoing goods and specimens and completing documentation when required, ensuring goods and specimens are distributed to the designated area and informing the appropriate staff, and reporting unusual situations to supervisor.
• Performs reception duties, and books and schedules patient appointments, as required.
• Performs other related duties as assigned.

What you bring

Qualifications

• Grade 12 and two year’s of recent related experience or an equivalent combination of education, training and experience.
• Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
• Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
• Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Provincial Newborn Screening contexts found in the foundational documents 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 - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness 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.).

Skills & Knowledge

• 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.
• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the 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, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

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
Wage: $26.63 / Hour.
Location: 4500 Oak St, Vancouver, BC V6H 3N1
Closing Date: Applications accepted until position is filed
Hours of Work: 7.5 hr shifts, with start times between 0800-0900 and end time between 1600-1700
Requisition # 185133E

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 – Create equity – Be courageous.

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

PHSA is committed to anti-racism and 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 excluded groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at View email address on jobs.phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the 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  internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of June 20, 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 View phone number on jobs.phsa.ca or View phone number on jobs.phsa.ca . 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  View email address on jobs.phsa.ca  and a Help Desk Representative will contact you the next business day.