Administrative Assistant, Investigations

2 weeks ago

Edmonton, Canada College of Physicians & Surgeons of Alberta Full time

As the
**Administrative Assistant, Investigations**, you will work in a collaborative team environment within the investigation workstream to provide administrative assistance to the assigned investigators, the expert opinion program, and the external investigator program. Primary duties include preparation of correspondence, investigation reports, agreements, undertakings, and other documentation. You will track and monitor workflow, diarize files for follow up, and maintain database information to support the investigation process in a timely fashion. You will arrange meetings, interviews, perform accounting tasks and manage day
- to-day matters related to the investigation of complaints pursuant to the Health Professions Act.

**KEY RESPONSIBILITIES**
- ** Support the investigation workstream**:

- Proactively draft and prepare correspondence, agreements, undertakings, progress and follow-up letters; maintain file and contact information.
- Draft Investigation Reports (IR), follow up for additional records and information, ensure accuracy in spelling, grammar, and organizational structure of report; ensure IR is placed on Rounds Agenda for review.
- Prepare necessary privacy redactions for materials prior to distribution to other parties; ensure accuracy in redactions and transmission of private medical information meets privacy standards pursuant to CPSA privacy requirements.
- Close files upon completion including updating database, entering closing codes, and ensuring all necessary steps are finalized before closure of file.
- Follow up and track necessary matters when files are returned from the Complaint Review Committee (CRC).
- Prepare and support investigators with matters related to resolve with consent; prepare correspondence, contact parties, and monitor and follow up on signed agreements as required.
- Attend to all meeting arrangements (virtual or in-person) including securing translators or specialists, travel arrangements, and ensuring timely updates are provided as required under _HPA_.
- Prepare, organize, and coordinate training materials, presentations, workflow diagrams or process documentation as assigned.
- Ensure timeliness of investigations through file management.
- Record, track, and monitor progress on files assigned to Investigator(s).
- Provide accurate reports of Investigator(s) file lists.
- Ensure databases, electronic correspondence/records, and paper files are current and filing is done within one week.
- Ensure destruction and/or return of personal health information/files is performed in a timely fashion.
- Provide timely reporting, data extracts, or other Key Performance Indicator data and/or statistics as requested by the ACD, Investigations.
- **
Coordination of specialty, additional or external investigation support**:

- Assist and arrange Expert Opinion and External Medical Investigator as required; support External Investigator (agencies) as necessary.
- Support the External Investigator (agencies) as necessary to advance the investigation work performed on behalf of the CPSA as requested by the ACD, Investigations.
- Assist and arrange specialty investigation requirements including Aboriginal Talking Circles and other culturally appropriate processes, arrange for unique requirements for incarcerated individuals and disabled parties.
- Assist in rotational basis to support the pending que; notifications, update correspondence while matters are pending and unassigned to an investigator.
- **
Contribute as an engaged member of the investigation workstream**:

- Proactively arrange coverage for other administrative assistants within the Professional Conduct department during periods of absence or when positions are vacant during recruitment process.
- Assist other administrative assistants for tasks assigned on a rotational basis (pending que), assist with revisions to templates and procedures.
- Actively engage in quality improvement work.
- Actively engage in personal professional development on a yearly basis to maintain and/or expand skills and knowledge.
- Act as formal mentor for new administrative assistants joining the department.
- Assist with revisions to templates, procedures, or other documentation as requested by the ACD, Investigations.
- **
Provide administrative support to overall completion of investigation through general administrative support**:

- Photocopying, preparation/receipt of mail/registered mail, etc.
- Upload documents to SharePoint, Physician Portal and other distribution systems ensuring privacy requirements are met.
- Ensure files within the draft folder are properly indexed and maintained.
- Perform general administrative duties including travel and meeting arrangements, registration for courses, reconciliation of monthly credit cards, and preparation of expense forms.
- Support Associate Complaints Director, Investigations with various administrative functions.

**For additional role specifics, please see the position profile att

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