Senior Administrative Assistant, Complaints and Practice Investigations Department
Job No:
CPSBC143
Location:
Vancouver, BC
POSITION SUMMARY
The senior administrative assistant for the complaints and practice investigations department is responsible for providing personal and confidential administrative support to the senior deputy registrar. This position works closely with the chair and members of Panels B and/or C of the Inquiry Committee and is responsible for managing complaint files once they are referred to that committee including providing confidential administrative support to the committee chairs and committee members.
DUTIES AND RESPONSIBILITIES
Duties include but are not limited to the following:
Office management
- provide confidential administrative support to the senior deputy registrar and to the complaints and practice investigations department
- draft correspondence and meeting agendas; record, transcribe, edit (non-panel meetings) and distribute minutes for the Inquiry Committee and other College committees
- manage and coordinate department meetings, prepare for leadership meetings and coordinate College committee functions
- respond to calls from registrants regarding clinical, conduct and ethical issues, in addition to responding to calls relating to College policy and the College’s published standards and guidelines
- maintain office records; design common filing systems and adhere to the College records retention policy
- perform other related duties as required
Executive support
- coordinate and manage scheduling daily appointments, interviews, conferences, meetings and the general daily calendar of the senior deputy registrar
- sort incoming and outgoing mail and identify issues that require the attention of the senior deputy registrar
- maintain the senior deputy registrar’s bring-forward system, ensuring all relevant material is included so that the senior deputy registrar can properly prepare for meetings
- answer the senior deputy registrar's telephone line, respond to questions and forward calls as appropriate
Committee support
- compile and coordinate all supporting documentation for College committees (Inquiry Committee Panels B and C), complaints and practice investigations department and leadership meetings
- provide administrative support and oversee the day-to-day operation of committee business
- liaise with medical reviewers to ensure that all material is appropriately compiled for each Inquiry Committee agenda and to ensure that committee directives are completed in a timely manner
- record committee decisions and initiate follow-up as required; maintain a current agenda of issues and presentations for the committee’s attention
- book meeting rooms, invite and confirm attendance of guests, and arrange necessary printing and distribution of handouts, agendas, and minutes
- arrange necessary IT equipment such as overhead projectors, audiovisual equipment and flip charts, as well as catering requirement
SUPERVISION RECEIVED
The senior administrative assistant works independently and collaboratively with the College of Physicians and Surgeons of British Columbia staff and departments to ensure the office of the senior deputy registrar functions efficiently and effectively.
CONSEQUENCE OF ERROR/JUDGMENT
The senior administrative assistant is expected to perform professionally and make proper and sound decisions. The individual has access to a wide range of confidential information which may be governed by the Freedom of Information and Protection of Privacy Act (FOIPPA). As such, the senior administrative assistant must make informed decisions regarding the release of information.
SKILLS AND QUALIFICATIONS
Required skills and qualifications include:
- post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
- a minimum of three years of related experience is required
- knowledge of College policies and procedures is an asset
- ability to type 60 wpm and operate a normal range of office equipment
- intermediate knowledge level of Microsoft Office software that includes word processing, spreadsheet, database applications, electronic mail and scheduling applications
- interpersonal and organizational skills, effective oral and written communication with accuracy and attention to detail
- ability to compose correspondence using business English
- ability to exercise tact and discretion when handling sensitive and/or confidential matters
- demonstrated ability to multi-task and prioritize, work under pressure and to meet deadlines
- ability to work both independently and within a team environment
The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.
All applications for this position must be submitted online at https://www.cpsbc.ca/about-us/careers.
We thank all applicants for their interest; however, only those selected for interview will be contacted
Click here to download the job description.
How To Apply
All applications for this position must be submitted via this page.
Please read through all of the questions; you may wish to prepare your responses in a Word document before you start filling out the fields below.
To begin the application process, complete the questions below. You will have the opportunity to attach your resume and other documents on the next page. Note: You must submit your resume online. Ensure you have your resume ready to attach.
We thank all applicants for their interest; however, only those selected for interview will be contacted.