Administrative Assistant, Professional Conduct

6 months ago

Toronto, Canada The College of Naturopaths of Ontario Full time

**Position Overview**

Reporting to the Manger, Professional Conduct and indirectly to the Deputy Chief Executive Officer, the Administrative Assistant, Professional Conduct provides administrative support for the Professional Conduct program of the College. This role supports governance and strategic operations through effective and efficient processes.

**Duties & Responsibilities**

As the key person providing administrative support for these programs, the incumbent will:
1. This position is accountable to the Manager, Professional Conduct and indirectly to the Deputy Chief Executive Officer for the following program activities:

- Assist in the day to day deliverables by providing administrative support to the Professional Conduct Department.
- Assist in the preparation and maintenance of materials for the Professional Conduct Department.
- Assist and provide administrative support to the Inquiry, Complaints and Reports Committee, the Discipline Committee and the Fitness to Practice Committee.

2. Assist in the smooth running of the Professional Conduct Department by ensuring that all general office procedures as well as complaint and discipline procedures are completed as directed.
- Provide meeting support by preparing the agenda and related materials, attending meetings and taking detailed minutes of meetings;
- Support the review process for complaints, Registrar investigations and disciplinary matters;
- Respond to phone and written inquires about the College’s complaint process;
- Maintain and follow timelines established in the legislation with respect to the College’s investigations and;
- Prepare weekly updates/reports with respect to ongoing investigations and discipline proceedings.

3. Maintain the program files in accordance with the College’s Records Retention Policy; and provide administrative services, data entry and word processing for the Professional Conduct Department specific to Complaints and Discipline.
- Provide administrative support, data entry and maintenance of database, document preparation, file maintenance, photocopying and mailing of materials;
- Maintain and regularly update the committees’ secure online workspace and roster of ongoing and closed matters;
- Update and maintain operating policies and procedures, communication templates, fillable forms and program information materials and;
- Ensure that all general office procedures as well as program procedures are completed as directed.

4. Ensure that all members of the Inquiry, Complaints and Reports Committee, Discipline Committee and Fitness to Practice Committee receive information and support in a timely manner.
- Coordinate Committee meetings and organizing event type logistics;
- Provide meeting support by preparing the agenda and related materials, attending meetings and taking detailed meeting minutes and;
- Track and monitor committee decisions to ensure compliance with any terms, conditions or limitations arising from those decisions.

5. Other duties
- Perform other duties as assigned.

**Qualifications**

This position is best suited for an individual with the following education, experience, skills, and personal attributes.

Education
- A post-secondary education in Office Administration or related programs is required.

Skills and Experience
- One to three years of experience in an administrative role.
- Excellent oral and written communication and interpersonal skills.
- Proven administrative experience.
- Strong time management, organizational skills, and multitasking ability.
- Strong organizational skills based on effective time-management, high accuracy, and the ability to pay attention to detail.
- High level of computer literacy (MS Office, Office 365, Adobe Pro).
- Knowledge of database systems, in particular iMIS.
- Critical thinking, evaluation, and analytical skills.
- Understands the not-for-profit sector, in particular the roles and responsibilities of regulatory authorities.
- The ability to speak a second language, in particular French, would be considered an asset.

**Salary**: $50,000.00-$61,000.00 per year

**Benefits**:

- Dental care
- Paid time off

Flexible Language Requirement:

- English not required

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

Work Location: In person

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