Administrative Assistant, Registration

4 weeks ago

Victoria, Canada BC College of Oral Health Professionals Full time

**About the Role**

BCCOHP is seeking a permanent, full-time Administrative Assistant, Registration & Certification to join our Registration & Certification team. This position will report to the Manager, Registration & Certification.

**Essential Duties**
- Registration_
- Respond to inquiries regarding registration or certification from applicants and registrants and CDAs.
- Update registrant and CDA records.
- Process criminal records checks and coordinate the five-year Criminal Record Re-Check processes.
- Assist the Coordinator, Registration with processing of HPC names, permits, and registration.
- Prepare welcome letters and wall certificates.
- Prepare letters and certificates of standing for all registrant categories and CDAs for signature from senior staff.
- Generate cheque requisitions as necessary.
- Provide daily balanced reports to the finance department.
- Monitor, collect and process non-sufficient funds (NSF) and reinstatement fees.
- Generate duplicate registration certificates upon request.
- Assist with the processing of duplicate prescription pad requests.
- Assist with inquiries during annual renewal from registrants and CDAs.
- Take meeting minutes as needed.
- Order catering for meetings as needed.
- Other administrative tasks as required.
- Administrative Support to Victoria Office_
- Maintain office supplies and inventory by determining inventory level, anticipating needs, placing and expediting orders, and receipt of supplies.
- Receive courier deliveries, distribute incoming/outgoing correspondence, posting mail as required.
- Provide electronic and fax reception by receiving communications, recording their receipt, and responding or forwarding to appropriate staff.
- Ensure postal account and postal supplies are adequate to meet College needs, including accurate monetary reconciliation of the postal account.
- Complete general administrative duties as requested to support various employees and projects including word processing and copying assignments.
- Ensure effective operation of office equipment (fax, phones, copier, etc.); completes preventative maintenance, provides staff direction, troubleshoots malfunctions, arranges service/repairs, and maintains equipment consumables (ink) inventory, in consultation with the Accountant and Executive Director, Finance, IT & Operations as needed.
- Order and instruct security company to program access cards.
- Ensure elevators remain in working order and liaise with the servicing company as required.

**Essential Skills and Qualifications**
- Minimum of 2 years of office experience.
- Excellent computer skills with proficiency in Microsoft Office.
- Ability to maintain tact, grace and diplomacy in all situations.
- Ability to handle sensitive and confidential information with discretion.
- Strong attention to detail.
- Strong clerical and administrative skills.
- Strong written and verbal communication skills.
- Strong organizational skills with the ability to multi-task and prioritize.
- Strong critical thinking, analytical, and problem-solving skills.
- Experience using a database or customer relations management system and electronic filing system is an asset.
- Previous work experience in a regulatory or not-for-profit environment is an asset.

**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 thought to deliver modernized oral health care regulation.

Our mission is to provide regulatory leadership that collaboratively builds public confidence in the delivery of safe, ethical, competent, team-based oral health care.

**Our Values**
- **We put people first. **_We recognize that the most important resource in delivering our mission is the diversity and knowledge of people: those who do the work of regulation, the professionals we regulate, and the patients and public we serve.
- **We do what we say. **_We are committed to achieving meaningful outcomes for patients and the public, and to being transparent about our work and its impact.
- **We get it done. **_We build credibility and trustworthiness through the quality of our regulatory work, while approaching new challenges with openness and curiosity.
- **We take the long view. **_Through continuous improvement, we use our influence to make a positive impact tod

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