Administrative Coordinator – Investigation Committee Complaints and Practice Investigations

Canadian Public Sector BC; Vancouver; On-site; CAD 61,000 - 76,000; Full time

Job summary

Canadian Public Sector BC is seeking an administrative coordinator for the Investigation Committee to support the Inquiry Committee manager and director, complaints and practice investigations. You will manage complaint files, draft correspondence, coordinate meetings, and provide confidential support to committee chairs.

The role requires strong organization, discretion, and experience with Outlook, Excel, MS Teams, and Adobe Reader.

Qualifications

• Post-secondary education in administrative/secretarial practices or an equivalent combination of education and experience.
• Experience or familiarity with health care language is preferred.
• Strong editing and proofreading skills.
• Ability to organize and set work priorities.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Coordinate committee documentation and agendas, and track required resolutions.
• Draft correspondence and distribute minutes for the Investigation Committee.
• Provide confidential administrative support to chairs and members.
• Manage complaint files prior to adjudication and liaise with investigators and reviewers.
• Schedule meetings, conferences, and arrange notifications and handouts.
• Maintain CPSBC electronic records with correct naming conventions.

Skills

Attention to detail

Organizational skills

Communication skills

Discretion

Teamwork

Multidisciplinary environment

Education

Post-secondary education in administrative/secretarial practices

Tools

Microsoft Outlook

Microsoft Excel

MS Teams

Adobe Reader

Job description

Full-time, permanent

Position summary

The administrative coordinator - Investigation Committee is responsible for supporting the activities of the Investigation Committee in collaboration with the Inquiry Committee manager, and director, complaints and practice investigations. This position works closely with the chair and members of the Investigation Committee and is responsible for managing complaint files once they are referred to the committee, including providing confidential administrative support to the committee chairs and committee members.

Duties and responsibilities

Duties include but are not limited to the following:

Committee coordination

• compile and coordinate all supporting documentation for the College of Physicians and Surgeons of BC (CPSBC) Investigation Committee
• draft correspondence and meeting agendas; request resolution numbers from the registrar's office and distribute minutes for the Investigation Committee
• provide administrative support and oversee the day-to-day operation of committee business
• liaise with medical reviewers and investigators to ensure that all material is appropriately compiled for each Investigation Committee agenda item and to ensure that committee directives are completed in a timely manner
• record committee decisions and initiate follow-up as required; maintain a current agenda of issues and presentations for the committee's attention
• book meeting rooms or video conferences, invite and confirm attendance of guests, and arrange necessary scanning and distribution of handouts, agendas, and minutes
• arrange necessary IT equipment such as audiovisual equipment as well as catering requirements
• assist with the onboarding of new committee members

File management

• assume responsibility for all complaint files prior to adjudication by the Investigation Committee
• obtain responses or reports from complaint parties or subject matter experts as directed by the Investigation Committee, medical reviewers, or registrar staff
• finalize medical reviewer/investigator correspondence and distribute within timelines directed by the Health Professions and Occupations Act and CPSBC Bylaws
• manage a bring-forward system and send letters enclosed with relevant documents to licensees and/or their legal counsel accordingly
• respond to calls from licensees regarding the process as well as scheduling of interviews and conference calls
• communicate with external parties, including licensees, legal counsel, complainants, health authorities, and outside agencies
• coordinate and schedule meetings, interviews and conference calls, and review, scan and distribute related files and documents prior to meetings
• ensure that documents are maintained accurately in the CPSBC electronic record keeping system and that the department naming convention is applied appropriately to all files

Project management

• assist with the coordination and management of projects within the complaints and practice investigations department
• schedule meetings with CPSBC staff and maintain updated project plans and action logs
• conduct post-project evaluations of CPSBC staff or other relevant parties to assess effectiveness of change
• work collaboratively with members of the team and other departments (as needed) to draft policy and procedural documents relevant to the administrative coordinator role

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
• background in health care or familiarity with medical language is preferred
• working knowledge of Microsoft Outlook, Microsoft Excel, MS Teams, and Adobe Reader
• excellent editing and proofreading skills
• attention to detail and a high level of accuracy
• ability to organize and set work priorities
• ability to maintain a calm demeanor during busy or stressful times
• demonstrate sound judgment when dealing with sensitive and confidential information with the ability to identify when to elevate matters to the supervisor
• team oriented and ability to work collegially in a multidisciplinary environment
• excellent interpersonal and communication skills, both written and verbal including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature
• ability to exercise tact and discretion when handling sensitive and/or confidential matters
• ability to work both independently and within a team environment

The compensation range for this position is $60,689 to $75,861 per year.