Administrative Assistant - Diagnostic Accreditation Program

at  CPSBC Careers

Full-time, permanent
Position summary
Reporting to the manager, diagnostic services, the administrative assistant is responsible for providing administrative support to the manager, diagnostic services, the accreditation specialists, the accreditation assessment officers, and the accreditation research and development officers.
Duties and responsibilities

REQUIRED SKILLS AND QUALIFICATIONS INCLUDE:

• completion of grade 12 supplemented by completion of a secretarial/administrative training program and additional course work in advanced word processing, spreadsheet, database, and scheduling applications
• three years of recent related experience working in a professional office setting or an equivalent combination of education, training and experience
• demonstrated ability to communicate effectively both verbally and in writing, including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature
• demonstrated ability to organize and prioritize tasks, work under time pressures to meet deadlines and handle interruptions and changing priorities
• demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiries
• working knowledge of Microsoft Office applications including Word, Excel, Access, Outlook and PowerPoint
• ability to organize and multi-task, take direction from many, and work effectively in a team-based environment
• previous experience with dictation equipment is advantageous
  The compensation range for this position is $48,278 to $60,347 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

Accreditation

• support the administration of the Diagnostic Accreditation Program (DAP), including managing current facility profiles, key contact lists, accreditation statuses and historical records of accreditation activities
• receive and redirect or respond to telephone inquiries from a variety of sources and bring forward supporting information or data as required
• ensure incoming letters from client organizations or other DAP key audiences are provided to the appropriate staff member
• support the process for accepting new client organizations into the DAP
• ensure all appropriate documentation for on-site assessments is prepared and uploaded onto the DAP website
• draft facility letters for on-site assessment for diagnostic services
• update scheduling and document tracking spreadsheets with dates
• receive and store document submissions from client organizations in preparation for assessment activities
• complete quality check of all DAP facility web upload documents
• prepare final reports and documentation to be sent to the facilities
• assist in processing all correspondence and documentation regarding tracking and follow up of outstanding mandatory requirements

DAP assessors

• maintain an accurate database of peer assessors that is inclusive of assessor demographics, qualifications, dates of training and orientation and sites assessed, among other information
• organize and maintain the individual peer assessor information
• assist in the organization of assessor orientation training and development programs
• schedule peer assessors for on-site accreditation assessments
• book travel and accommodation for both staff and peer assessors when required
• prepare assessor iPads and coordinate delivery to and collection from the assessors
• ensure all appropriate documentation for assessor packages has been prepared and uploaded onto the website when required

DAP accreditation standards

• format the DAP accreditation standards, protocols and other accreditation forms and documents as requested

Policies and procedures

• provide assistance with obtaining applicable policies and procedures and reference manuals
• format the DAP policies and procedures and other accreditation forms and documents as requested
• support development of new processes and procedures as required

Electronic databases

• respond to and resolve any queries in relation to the DAP website
• prepare PDF versions of documents to go onto the website
• update and format forms for both the website and internal use
• contribute to the ongoing improvement of the DAP database and other program-related IT initiatives

General

• provide relief assistance to other administrative assistants as appropriate and required
• coordinate and book meetings, focus groups and workshops
• undertake any other administrational duties under the direction of the DAP managers
• participate in internal audits as required
• consolidate credit card statements when needed

Skills and qualifications