Manager, Independent Practice Registration (title under review)

Job No: CPSBC269
Location: Vancouver, BC

POSITION SUMMARY

Reporting to the executive director, registration, the manager, independent practice registration provides administrative and management support to ensure policy and procedures are followed for preliminary assessments. The manager is also responsible for Registration Committee meeting preparation and follow up, and applications for registration for independent practice in accordance with College policies and in compliance with the rules pursuant to the Health Professions Act (HPA). The manager also applies continuous improvement principles and develops and implements regulatory registration initiatives.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following:

  • Registration Committee coordination
    • ensure that critical dates for the Registration Committee are set (final sign-off, packages sent out)
    • coordinate and provide oversight to the timely drafting of:
      • preliminary assessments
      • summaries
      • agendas
      • packages
    • review and edit documentation for presentation to the Registration Committee as appropriate
    • act as Registration Committee liaison as needed
    • review and edit follow-up letters for accuracy
    • ensure all follow up from Registration Committee meetings is completed in a timely manner
  • registration management
    • file management oversight
    • sign off on Registration Committee imposed subjects when met by applicants
    • review registration requirements including scope of practice and currency in practice
    • final review and sign-off of applicant files prior to registration appointment scheduling
    • conduct telephone and in-person applicant interviews for registration and licensure
    • plan and allocate resources for graduating resident registrations from May to July
  • management of preceptorship retraining program
    • with input from the executive director, determine retraining requirements for physicians not considered current for practice
    • determine eligibility of proposed preceptorship supervisors and liaise with supervisors to outline their requirements
    • log and monitor all preceptorships
    • request, receive, and review supervisor evaluation reports and determine eligibility for transfer to the full class of registration and licensure following completion of the preceptorship
  • oversight of the registration department telephone extension and email inbox
    • ensure voice mails, emails and follow-up actions are logged
    • develop standard email templates to ensure consistent responses
    • set, meet and monitor realistic response time frames
  • human resources
    • complete probationary, semi-annual and annual performance evaluations for staff
    • undertake regular meetings with individual staff and team
    • provide direction, support, training, mentoring, coaching and oversight to staff members as appropriate
    • assign or delegate tasks as appropriate, and monitor staff performance
    • draft general correspondence for the executive director, registration
    • ensure the approval of staff vacation, PO and flex schedules is done so in conjunction with the entire registration department
    • review personal and confidential matters with staff members as required
    • promote teamwork and share appropriate information with staff in a timely manner
    • participate in the recruitment process
  • other duties include but are not limited to the following
    • chair department meetings
    • participate in the development and recommendation of changes to policies, standards, procedural descriptions or summaries
    • identify issues for discussion at full registration department meetings
    • attend meetings with internal and external stakeholders
    • coordinate existing or improved procedures with IT
    • assisting with calculating departmental statistics and reporting
    • represent the registration department with IT project development and implementation
    • liaise and offer advice to College staff regarding independent practice as necessary
    • plan for contingencies and known cyclical operational issues
    • other duties as required

SKILLS AND QUALIFICATIONS

Required skills and qualifications include the following:

  • five years of relevant experience or equivalent combination of education and experience preferred
  • bachelor’s degree is preferred or the equivalent in experience and qualifications
  • proven ability to mentor, motivate and develop staff
  • knowledge of College policies and procedures is an asset
  • excellent leadership and mentoring skills
  • intermediate/advanced knowledge of Microsoft Office applications including Access, Word, Excel, PowerPoint, and Outlook
  • familiarity with scientific/medical language is preferred
  • excellent oral and written communication skills
  • demonstrated ability to multi-task and prioritize, work under pressure, and meet deadlines
  • strong interpersonal and organizational skills
  • ability to take initiative and work both independently and as a team member
  • ability to maintain a calm demeanor during busy or stressful times
  • ability to exercise good judgment in recognizing scope of authority and protecting confidential information
  • analytical, detail oriented, and strong problem-solving skills
  • ability to exercise tact and discretion when handling sensitive and/or confidential matters
  • 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.

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