Registration Assistant (3-month contract)
Job No:
CPSBC198
Location:
Vancouver, BC
POSITION SUMMARY
Reporting to the coordinator, registration, this position is primarily responsible for dealing with front counter inquiries and directing applicants and registrants to the appropriate person. This position assists with the preparation and process of undergraduate and postgraduate educational registration and licensing.
The position liaises with the undergraduate and postgraduate deans’ offices of the University of British Columbia (UBC), educational departments affiliated with UBC, Colleges of Physicians and Surgeons and educational programs across Canada and other international offices, physiciansapply.ca for document verification, TOEFL and IELTS for English language verification, medical students, postgraduate residents and postgraduate fellows. The position assists in the preparation and distribution of certificates of professional conduct to the relevant authorities and prepares medical verifications for members of public.
DUTIES AND RESPONSIBILITIES
Duties include but are not limited to the following:
Front counter responsibilities
- greet members of the public, applicants and registrants
- answer questions
- direct members of the public, applicants or registrants to the appropriate member of staff
- provide application/registration information
Front counter registrations
- assist medical students and physicians coming in for registration and licensure
- cite original/electronic documentation
- provide orientation envelope
- ensure that the required paperwork is completed by the physician
- provide applicant file to executive director/manager for review/interview/sign-off
- process payment, licence and paperwork
Certificates of professional conduct
- prepare the certificates and appended documents for distribution
- send the certificates via the appropriate method to the relevant authorities
- complete the tracking sheet and files copies of the certificate and appended letters, if any
Assist with the production and distribution of wall certificates
- assist in the creation, proofreading and mailing of registrant wall certificates
Complete the processing of clinical trainee renewals
- collate the application and associated documents
- review and confirm eligibility of supervisor(s)
- provide the application package to the manager for sign-off
- process the licence and send a copy to the applicant, file the paperwork
Assist with the processing of UBC medical student, UBC visiting medical student and visiting independent clinical experience applications
- support person with visiting medical students, universities, health authorities, supervising physicians and College staff regarding licensure
- prepare visiting medical student licences, book appointments or email licences to health authority, supervising physician, medical student and file paperwork
Assist with the processing of postgraduate resident, fellow and trainee applications
- support person with postgraduate residents, fellow and trainee licensure applications
Provide clerical and administrative support to the coordinator, director and registration department
- office support (phone, voice mail, fax, email, filing, photocopying)
Perform other related duties as required
SUPERVISION RECEIVED
Employee works independently and collaboratively with the College of Physicians and Surgeons of British Columbia staff and departments to ensure the registration department functions efficiently and effectively.
CONSEQUENCES OF ERROR / JUDGEMENT
The employee in this position is expected to perform professionally and make proper and sound decisions. Employee has access to a wide range of confidential information which may be governed by the Freedom of Information and Protection of Privacy Act (FOIPPA), so must make informed decisions regarding the release of information.
SKILLS AND QUALIFICATIONS
Required skills and qualifications include:
- high school graduation plus a minimum of one year post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
- demonstrated high level of initiative, time management and organizational ability
- excellent communication skills, both written and verbal
- excellent editing and proof reading skills
- attention to detail and a high level of accuracy
- working knowledge of Microsoft Office applications including Word, Access and Outlook, PowerPoint
- minimum typing speed of 50 words per minute
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.