Administrative Assistant, Registration

College of Physicians and Surgeons of BC; Vancouver; Hybrid; CAD 49,000 - 62,000; Full time

Job summary

Join a forward-thinking organization as an administrative assistant, where you will play a vital role in the application and registration process for physicians in British Columbia. This full-time, temporary position offers the opportunity to engage with applicants, manage documentation, and ensure a smooth registration experience. You will be part of a team that values diversity and inclusion, providing an excellent working environment with opportunities for growth. If you have strong communication skills, attention to detail, and a passion for supporting healthcare professionals, this role is perfect for you. Embrace the chance to make a meaningful impact in the healthcare sector while enjoying a hybrid work-from-home/in-office model.

Benefits

Comprehensive benefits package

Opportunities for personal and professional growth

Hybrid work-from-home/in-office model

Qualifications

• Post-secondary degree preferred or equivalent education and experience.
• Background in health care or familiarity with medical language preferred.

Responsibilities

• Complete application and registration requirements for physician applicants.
• Answer emails, voice mails, and calls about registration inquiries.

Skills

Excellent communication skills

Attention to detail

Analytical skills

Time management

Ability to work independently

Ability to maintain calm demeanor

Excellent editing and proofreading skills

Education

Post-secondary degree

Equivalent combination of education and experience

Tools

Microsoft Office (Word, Access, Outlook, PowerPoint)

Job description

Posted Monday, February 10, 2025 at 11:00 AM

Full-time, temporary (12-month contract)

Position summary

Reporting to the manager, independent practice registration, the administrative assistant completes the application and registration requirements process for applicants who wish to practise as a physician in British Columbia. Additionally, the administrative assistant may assist with triaging applications, ensuring provisional applicants have met all their requirements in order to proceed with formal application, sending templated emails and general correspondence to applicants, and helping with related duties as required.

The administrative assistant is required to answer emails, voice mails and telephone calls about registration inquiries.

Duties and responsibilities

Duties include but are not limited to the following:

1. Complete tasks related to applications or registration and licensing
   • Manage incoming requests and files for application for registration
     • Compile and review required documentation
     • Liaise with applicants regarding additional documentation required
     • Prepare files prior to registration appointment scheduling
     • Review pending applications to determine if any outstanding are ready for licensure, ensuring appropriate contact is made
     • Schedule registration interviews for provisional physicians applying for licensure
   • Answer emails, voice mails and telephone calls about registration inquiries
     • Answer the registration general phone line and provide information in response to registration-related inquiries
   • Other related duties as required

Consequence of error/judgment

The employee is expected to perform professionally and make proper and sound decisions. With access to a wide range of confidential information that may be governed by the Freedom of Information and Protection of Privacy Act (FIPPA), the employee must make informed decisions regarding the release of information.

Skills and qualifications

Required skills and qualifications include:

• Post-secondary degree preferred or an equivalent combination of education and experience
• A background in health care or familiarity with medical language is preferred
• Previous experience working in a regulatory environment preferred
• Previous experience interfacing with patients or the public is an asset
• Working knowledge of Microsoft Office applications including Word, Access, Outlook and PowerPoint
• Excellent editing and proofreading skills
• Excellent analytical and investigative skills
• Ability to interpret, research and apply complex standards to provided information
• Attention to detail and a high level of accuracy
• Demonstrated high level of initiative, time management and organizational ability
• Excellent communication skills, both written and verbal
• 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

The compensation for this position ranges from $49,388 to $61,735 per year.

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 including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

The College values the strength diversity brings to our workplace, so if you’re excited about a career at the College but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

The College of Physicians and Surgeons of BC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples—the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples—the Sḵwx̱wú7mesh (Squamish) Nation. We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.