Legal Administrative Assistant

6 months ago

Vancouver, Canada BC College of Oral Health Professionals Full time

**Position Type**: Permanent, Full-time
**Location**: BCCOHP Offices (Vancouver/Victoria) - Hybrid
**Application Deadline**:Open until filled

**About the Role**
BCCOHP is seeking a permanent, full-time Legal Administrative Assistant to join our Legal Team to provide support to the Legal Team in relation to corporations, discipline, Health Profession Review Board, and other matters under legal services including litigation, marketing, unauthorized practice, and Freedom of Information. This position will report to the General Counsel.

**Essential Duties**
- Corporations & Marketing _
- Maintain database of corporation files in CRM, SharePoint, and local computer drive.
- Draft template letters and prepare enclosures for correspondence.
- Maintain database of marketing files in CRM and local computer drive.
- Manage bring forward system to track the receipt of required responses and prepare reminder letters as required.
- Discipline & Health Professions Review Board (HPRB)_
- Liaise with other internal departments to ensure notifications are placed i.e.. registration, communication, and monitoring.
- Prepare investigation records for disclosure and submissions with respect to discipline hearings and HPRB’s established timelines.
- Receive, process, distribute and acknowledge all incoming communications in relation to discipline and HPRB matters.
- Provide administrative support to Legal Counsel, General Counsel, and external counsel with respect to discipline and HPRB matters, including calendar management and venue bookings.
- Prepare correspondence and documents for in-house counsel.
- Prepare detailed document indexes and records for disclosures and submissions.
- Provide support to the Discipline Committee.
- Litigation/Tribunal/FOI/Miscellaneous Legal Support _
- Provide administrative support to Legal Counsel and General Counsel.
- Maintain administrative oversight of all communications pertaining to these matters under legal services, ensuring proper retention of records in internal database i.e. CRM/SharePoint.
- Assist with legal invoice processing and budget tracking.
- Provide regular file summary updates for the various matters under legal services.
- Liaise with the internal Legal Services Team and assist with any overflow administrative duties as required.
- Other administrative duties as required.

**Essential Skills and Qualifications**
- Minimum two years of office experience.
- Graduation from a recognized legal office administration program or equivalent experience.
- Experience as a legal assistant an asset.
- Excellent computer skill with proficiency in Microsoft Office and SharePoint.
- Ability to remain calm and composed under pressure.
- Ability to work well under pressure and address competing priorities.
- Ability to handle sensitive and confidential information with discretion.
- Strong written and verbal communication skills.
- Strong organization skills with the ability to multi-task and prioritize.
- Strong attention to detail.
- Strong clerical and administrative skills.
- Experience using a database or customer relations management system and electronic filing system is an asset.
- Previous work experience in a regulatory, not-for-profit, or law office preferred.

**Work Arrangement**
- Work Hours_

BCCOHP's regular hours of business are 8:30 am to 4:30 pm, Monday through Friday. This is a full-time permanent position, requiring 35 hours per week (7 hours per day).
- Flexibility_

BCCOHP offers flexibility for a hybrid work arrangement depending on the role and operational needs. The number of days required to be in office for this position is dependent on operational needs and workload.

**Total Compensation & Perks**

BCCOHP offers the following benefits and perks:

- Extended health and dental benefits plan
- RRSP contributions
- Parking/transit subsidy
- Paid time off (15 vacation days, 5 sick days, and 7 personal days per year)
- Maternity/parental leave top-up
- Annual professional development allowance
- Office closures in addition to statutory holidays including Easter Monday and winter office closure (December 24th to January 1st each year)
- Early office closure on Fridays during the summer

**How to Apply**

**Who We Are**
The BC College of Oral Health Professionals (BCCOHP) is the regulatory body for all oral health professionals in BC. BCCOHP’s role is to protect the public and promote better health outcomes for patients. BCCOHP regulates 16,000 oral health professionals including certified dental assistants, dental therapists, dental hygienists, dental technicians, denturists and dentists. We protect the public in three main ways.
- Ensuring that oral health professionals are able to practise competently
- Setting standards for the delivery of safe and patient-centred oral health care
- Investigating complaints about oral health professionals

Our vision is to reimagine oral health care oversight in BC. We draw from a shared legacy and rich diversity of thoug

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