Registration Coordinator

7 months ago

Toronto, Canada The College of Naturopaths of Ontario Full time

**Position Overview**

Reporting to the Manager, Registration, the Registration Coordinator is responsible for providing on-going support on matters related to the Registration, Professional Corporations and Entry-to-Practise areas of the College.

**Duties & Responsibilities**

The incumbent will be responsible for:
1. Facilitating the Processing of Registration Applications.
- Assisting in the maintenance of the College’s database as it relates to Registrants.
- Updating Registrant information and maintaining current file tracking information for the purposes of College reporting requirements.
- Assisting with the annual Office of the Fairness Commissioner ‘Fair Registration Practices’ report and associated audits of the College’s policies and procedures as directed by the Manager, Registration.
- Assisting with the College’s Annual Report as it pertains to Registration.

2. Providing support for the Registration Committee.
- Assisting with preparing Committee materials under the direction of the Manager, Registration.
- Collecting information for Committee briefings as directed by the Manager, Registration.
- Collecting information for Committee trainings as directed by the Manager, Registration.
- Drafting meeting agendas, preparing meeting materials and drafting minutes for Committee meetings.
- Processing Committee/Panel member expense claims according to College protocols.
- Assisting with meeting logistics.

3. Assisting in the smooth running of the annual Registration Renewal process under the direction of the Manager, Registration.
- Assisting with updating renewal forms, tools and handbooks as needed.
- Assisting with revising existing Registration forms as needed.
- Assisting Registrants with the data entry of information for renewal forms as required.Reviewing for accuracy, data collected by Registrants on their Information Return.
- Assisting with preparing Notices of Intent to Suspend for those Registrants who do not renew their Registration by the deadline and/or submitted incorrect information on their Return.
- Pulling reports to monitor renewal numbers during annual renewal period.

4. Performing General Duties related to Registration and Entry-to-Practise
- Maintaining the Public Register and Corporation Register under the direction of the Manager, Registration.
- Assisting with the Health Force Ontario data collection and annual reporting in accordance with their requirements.
- Maintaining knowledge of College policies around Registration, Professional Corporations, Entry-to-Practise and Prior Learning Assessment and Recognition(PLAR).
- Maintaining knowledge of the Ontario Human Rights Code and accessibility legislation as it pertains to the College’s general duty to accommodate.
- Providing accurate and prompt responses to inquiries from the public, Registrants, and stakeholders concerning Registration.
- Updating database and website content as required under the direction of the Manager, Registration.
- Assisting in the implementation of best practices in conjunction with the Office of the Fairness Commissioner’s ‘fairness principles.’
- Ensuring all correspondence, reports and documents are prepared for distribution quickly and accurately as directed by the Manager, Registration.
- Data entry of information as requested by the Manager, Registration including the scanning of documentation.
- Drafting and updating Registration materials under the direction of the Manager, Registration, including handbooks, forms and letters.
- Assisting in the ongoing development of the department’s operational policies and procedural manuals for Registration and Professional Corporations under the direction of the Manager, Registration.

5. Other Duties
- Perform other duties as assigned.

**Qualifications**

The Registration Coordinator will be extremely reliable with the commitment to take pride in, and ownership of, all projects and initiatives. They must ensure that all work is high quality and is completed on deadline.

Education
- A post-secondary education is required.

Skills and Experience

The following are the minimum level of skills and experience of the incumbent:

- Three to five years of experience in coordination and delivery or related roles.
- High level of computer and digital literacy.
- Excellent oral and written communication and interpersonal skills.
- Strong organizational skills based on effective time-management, high accuracy, and the ability to pay attention to detail.
- Highly effective problem-solving skills.
- A strong working knowledge of MS Office (including Outlook) and Adobe Pro.
- Knowledge of the functionality and role of a regulatory College or health-related organization is preferred but not essential.
- The ability to speak a second language, in particular French, is considered an asset.

Personal Attributes

The College’s environment is best suited for individuals with the following attributes:

- An independent self-starter who is crea

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