Administrative Coordinator – Investigation Committee Complaints and Practice Investigations

The College of Physicians and Surgeons of British Columbia is seeking an Administrative Coordinator for their Investigation Committee. This role involves supporting the committee's activities, managing complaint files, and providing administrative support to committee members.

Responsibilities

• 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
• 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
• 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

• Post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
• 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 escalate 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
• Background in health care or familiarity with medical language

Benefits

• Hybrid work-from-home/in-office model
• Opportunities for personal and professional growth
• Comprehensive benefits package

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