Accreditation Assistant (Senior Administrative Assistant), Non-Hospital Medical/Surgical Facilities Accreditation Program

Job No: CPSBC212
Location: Vancouver, BC

POSITION SUMMARY

Reporting to the accreditation officer, Non-Hospital Medical and Surgical Facilities Program (NHMSFAP), the accreditation assistant will work collaboratively with program staff and other College departments to uphold its mandate to establish, monitor and ensure standards of practice in private medical and surgical facilities in British Columbia.

This position is extremely varied and complex, and the incumbent is expected to act professionally, demonstrate initiative, exhibit good judgment and make informed decisions. This position interacts regularly with the deputy registrar, director, NHMSFAP staff and various College departments and other external stakeholders.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following:

Administration

  • work independently and collaboratively with other program staff to ensure the department functions efficiently and effectively
  • prepare correspondence and meeting agendas, recording, transcribing, editing and distributing minutes for the program
  • coordinate and schedule appointments, conferences, meetings, special events for internal and external stakeholders
  • prepare written communication pertaining to a variety of NHMSFAP matters
  • manage and contribute to the ongoing improvement of the NHMSFAP database and other program-related IT initiatives
  • manage paper file system in compliance with the College records retention policies
  • respond to inquiries from College staff, the public, non-hospital medical/surgical facilities and other offices external to the College on a wide range of topics
  • manage annual facilities statistical reporting process to facilitate oversight of facility activities and invoicing of annual fees
  • prepare annual fee statements in collaboration with the finance department
  • develop administrative policies and procedures related to the NHMSFAP
  • assist with all aspects of the NHMSFAP Committee and the Complication Review Subcommittee meetings and other meetings as they may arise as follows:
    • schedule meeting dates and books resources as necessary
    • prepare agenda, summaries, compiles and distributes meeting packages
    • compose, edit and distribute minutes
    • prepare correspondence in response to action points arising on behalf of deputy registrar, chair(s), director and manager

Accreditation

  • liaise with facilities to schedule accreditation assessments and reassessments as follows:
    • liaise with facilities to schedule accreditation visits
    • organize and maintain the NHMSFAP accreditation files
    • organize, monitor and follow up on accreditation documentation throughout the accreditation process
    • respond to telephone inquiries from a variety of sources
    • liaise with facilities and accreditors during the accreditation process
    • arrange accreditation team travel and accommodation
    • prepare statements and ensure accurate accounting of accreditation team honoraria and expenses
    • assist accreditation teams and collate and distribute accreditation materials
    • edit and proofread accreditation reports
    • prepare final accreditation report and accreditation certificate
  • clinical trials
    • review, monitor and track all clinical trials conducted in facilities
    • prepare all correspondence, documentation and follow-up

Physician privileging and credentialing

  • conduct preliminary assessments for physician applications requesting privileges at a non-hospital facility
  • analyze the applicant/registrant’s credentials with the Royal College of Physicians and Surgeons of Canada specialty, sub specialty, special program, and/or diploma requirements
  • analyze the applicant/registrant’s credentials with requirements set out by the provincial or federal authorities related to that area of practice (e.g. podiatry, dentistry)
  • follow up with applicants/registrants to provide supporting documentation or additional information, including information about training, experience or credentials
  • review the applicant/registrant’s registration history with other medical regulatory authorities (i.e. monitoring, complaints, disciplinary or other issues)
  • respond to applicant/registrant inquiries
  • prepare the Registration Committee and NHMSFAP Committee summaries
  • prepare and send Registration Committee and NHMSFAP Committee post-meeting correspondence
  • ensure follow-up items from the Registration Committee and NHSMFAP Committee meetings are completed

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
  • ability to work both independently and as a team member
  • interpersonal and organizational skills, excellent oral and written communication with accuracy and attention to detail
  • ability to demonstrate a high level of initiative, analytical and investigative skills
  • ability to multi-task, prioritize, work under pressure and meet deadlines
  • ability to interpret, research and apply complex standards and processes
  • ability to exercise good judgment in recognizing scope of authority and protecting confidential information
  • ability to type 70 wpm and operate a normal range of office equipment
  • intermediate knowledge level of MS Office software that includes word processing, spreadsheet, database applications, PowerPoint, electronic mail and scheduling applications
  • excellent communication skills, including written, using business English, verbal, editing and proofreading
  • experience in medical/surgical office administration an asset
  • previous experience interfacing with patients or the public is an asset

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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All applications for this position must be submitted online at https://www.cpsbc.ca/about-us/careers 

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.

 

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