Administrative Coordinator
6 days ago
Posted Thursday, January 4, 2024 at 8:00 AM
Full-time/permanent
Position summaryReporting to the clinical manager and in accordance with College policies and procedures, the administrative coordinator – expert opinions is responsible for sourcing, training and organizing medical experts to provide opinions related to complaint investigations. The position will also provide relief for the department administrative assistant, specifically for the review and entry of new complaints received by the department into the College’s database.
Duties and responsibilitiesDuties include but are not limited to the following:
Expert opinion coordination- source medical experts for the purposes of providing opinions on clinical matters based on clinical scenario
- liaise with other medical regulators who may have experts suitable for the assignment
- maintain a database of experts, including specialties, procedures performed and contact information
- design new training materials and update current resources to ensure experts are provided with enough information and instruction to complete their assignments
- consolidate the expert package, working with the file case administrator and applicable manager, and draft the correspondence to the identified expert
- provide status updates to managers and case administrators on the status of expert recruitment and follow up with experts to ensure they are meeting deadlines
- obtain feedback from College staff, contractors and/or Inquiry Committee members on the quality of expert reports for the purposes of quality improvement
- open, collate and summarize new complaint matters received at the College by mail, fax and email
- request additional information and follow up with complainants prior to opening a complaint file
- liaise with internal staff in other departments and request information, such as PharmaNet profiles from drug programs or peer practice assessment material from quality assurance, if relevant
- liaise with internal staff in other departments, such as registration, health monitoring and the non-hospital medical and surgical facilities accreditation program, if necessary
- manage a bring-forward system and send letters enclosed with relevant documents to physicians and/or their legal counsel accordingly
- respond to calls from registrants, legal counsel and members of the public about complaint matters
- communicate with external parties, including physicians, legal counsel, complainants, health authorities and outside agencies
- review and triage incoming correspondence to determine next steps, and decide which matters need to be escalated to management for immediate attention
- sort, classify and file records generated for integration into an electronic or paper-based filing system
- conduct an annual review and cull closed complaint files in preparation for long-term off-site storage
- provide clerical support for the daily activities of the complaints department and other College departments as needed
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 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
The compensation range for this position is $54,453 to $68,066 per year.
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.
The College is located on the unceded territory of the Coast Salish peoples, including the territories of the x ʷ m əθ kw ə y ̓ə m, Skwxwú7mesh, and S ə l ̓ ílw ə ta ʔ /Selilwitulh Nations.
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.
The College is located on the unceded territory of the Coast Salish peoples, including the territories of the x ʷ m əθ kw ə y ̓ə m, Skwxwú7mesh, and S ə l ̓ ílw ə ta ʔ /Selilwitulh Nations.
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