Administrative Assistant, Complaints and Practice Investigations

Job No: CPSBC325
Location: Vancouver, BC

POSITION SUMMARY

Reporting to the complaints manager and in accordance with College policies and procedures, the administrative assistant is responsible for providing a wide range of confidential administrative tasks including assistance with the Inquiry Committee, and practice investigation matters.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following: 

Complaint intake

  • complete intake tasks for all complaints received, including summarizing the complaint and entering the summary into complaint database, and producing weekly stream assignment reports
  • open new complaint and general correspondence files
  • monitor complaint inbox for new complaints

Inquiry Committee meeting support

  • assist with preparation for committee meetings, including scanning files and booking marking documents
  • assist with the distribution of meeting materials to staff and committee members

Annual licence renewal process

  • address inquiries from registrants
  • attend planning and follow-up meetings on behalf of department
  • generate reports following completion of annual licence renewal process for review and action by director, complaints and practice investigations
  • draft correspondence to registrants and track responses
  • complete follow-up tasks as required

Complaint file management

  • assist with drafting and managing correspondence for previously closed complaint files
  • organize transfer of inactive files throughout College and finally to long-term storage
  • cull previously closed complaint files
  • create dispositions for closed files prior to transfer to long-term storage

General administrative duties

  • assist with complaints department overflow work including drafting letters, scanning of documents and distribution of materials
  • distribute department mail
  • draft general correspondence as directed by the deputy registrar or director
  • use a bring-forward system to manage tasks effectively
  • provide coverage for the physician engagement line, including checking messages, triaging concerns, and scheduling calls with medical reviewers
  • other related duties as assigned

 SKILLS AND QUALIFICATIONS

Required skills and qualifications include:

  • successful completion of grade 12 supplemented by a two‐year office administration diploma or equivalent combination of education and experience; post-secondary education is advantageous
  • exceptional verbal and written communication skills, including a good command of grammar rules and punctuation
  • working knowledge of Microsoft Office applications including Word, Excel, Outlook and PowerPoint
  • proven ability to perform multiple tasks, balance continuous demands and priorities and meet deadlines
  • ability to organize and set work priorities
  • ability to 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 a must
  • detail oriented

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.

Click here to download the position 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.

 

 

 

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