Registration Assistant, Registration (four month contract)

Full-time, contract (four months from January to April 2025)

Position summary

Reporting to the registration manager, registration, this position is primarily responsible for the preparation and distribution of certificates of professional conduct requested by registrants, health authorities or other relevant parties. The position liaises with the Ministry of Health, other health regulatory authorities both within BC and across Canada, Doctors of BC, Health Match BC and other national and international offices external to the College of Physicians and Surgeons of BC (CPSBC).

Duties and responsibilities                                                                                                

Duties include but are not limited to the following:

• create certificates of professional conduct (CPC)
  • maintain and update the registration department CPC policy and process manual
  • be the primary contact with registrants and CPSBC staff regarding CPC inquiries
    • log requests for CPCs
    • review registrant files in search of applicable data for CPC
  • prepare CPCs
  • coordinate CPC and additional confidential information for registrants
  • maintain processes including a bring-forward system to ensure a timely completion of requests for CPCs
  • receive incoming CPCs from other jurisdictions
    • review incoming CPCs
    • add to applicants’ CEDAR files and distribute to file managers
• create wall certificates
• create undertakings for registrants (e.g. 25.3 undertakings)
• check reports and refer files to registration compliance when required
• assist with the annual licence renewal process
  • liaise with internal departments to plan and execute the annual application and renewal process
  • provide telephone and email assistance to registrants during the renewal period
  • assist with follow up of a series of questions
• manage prescription privileges
  • respond to inquiries; receive approved request form and undertaking forms from UBC postgraduate dean’s office for postgraduate fellows and trainees; review and update database; prepare letter and send to postgraduate dean’s office
• issue licences for physicians eligible for independent practice
  • upon receipt of approved file, complete quality assurance checks in iMIS
  • complete class change
  • generate new registrant letter, encrypt, and email a copy to the physician
  • finalize and add document to CEDAR
• respond to associated correspondence, emails and phone calls from applicants, registrants and third parties
• other duties as required

Skills and qualifications

Required skills and qualifications include:

• high school graduation plus a minimum of one year post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
• demonstrated high level of initiative, time management and organizational ability
• ability to meet deadlines
• experience drafting minutes and correspondence
• excellent communication skills, both written and verbal
• excellent editing and proofreading skills
• attention to detail and a high level of accuracy
• working knowledge of Microsoft Office applications including Word, Access, Outlook, and PowerPoint 

The compensation range for this position is $41,981 to $52,477 per year.

In addition to the base salary, the College provides pension contributions to the public service pension plan, a parking/transit subsidy, a wellness allowance, and a flexible health and dental plan as part of the total compensation package.