Administrative Support – Professional Conduct

Administrative Support – Professional Conduct

Permanent Position

College of Pharmacists of Manitoba

The College of Pharmacists of Manitoba (CPhM) is seeking a motivated individual to provide support to the professional conduct department.

If you have administrative skills, experience in a professional office environment, and aspire to do meaningful work, we want to hear from you.

Reporting to the Assistant Registrar – Review and Resolution, the Administrative Support - Professional Conduct is responsible for supporting administrative tasks and activities of the CPhM professional conduct processes, including complaint and discipline matters.

This is a full-time permanent position, Monday to Friday, 37.5 hours per week. A hybrid work model is available at the discretion of the supervisor.

CPhM offers a competitive starting salary, comprehensive benefits, and company contributions to retirement savings plan, as well as continuous professional development.

About the College of Pharmacists of Manitoba

The College of Pharmacists of Manitoba was established in 1878 and is the pharmacy regulatory and licensing authority in Manitoba. The legislated mandate of CPhM is to serve and protect the public interest. CPhM protects the health and well-being of the public by ensuring and promoting safe, ethical care by its registrants.

CPhM operates on an annual cycle, with great variety in projects and responsibilities throughout the year. This information-driven work is extremely meaningful; a job well done has a powerful, positive impact on staff, stakeholders, and the general public.

The staff functions as a small, supportive team working in a friendly, highly collaborative environment. Staff are bound closely by a commitment to serving the public interest and have shared values of integrity, respect, accountability, and lifelong learning.

About the Role / Position Overview

This role requires a proactive, highly organized problem-solver with exceptional communication skills, and attention to detail. The ideal candidate is adaptable, thrives in a fast-paced environment, and brings a high level of professionalism, confidentiality, and resourcefulness to every task.

KEY RESPONSIBILITIES

i) Complaint Administration

• Assist with assigned administrative tasks, including drafting correspondence, scheduling Complaints Committee meetings and other related meetings, assisting with development of Committee meeting package materials, filing and electronic archiving

• Assist in maintaining complaint files, including coordinating, tracking, and maintaining database related information and evidence

• Assist Complaints legal counsel as needed during the professional conduct process, including scheduling internal meetings with legal counsel and Assistant Registrar, coordinating meetings with registrant, legal counsel and the Assistant Registrar, securing meeting room/location for scheduled meetings, preparing document copies as directed and required

ii) Discipline Administration

• Assist in preparation of materials for hearings, including distribution of particulars
• Assist with logistical arrangements to facilitate discipline hearings
• Assist the Complaints legal counsel as needed during the discipline process

• Support the preparation and distribution of hearing packages and evidence binders

• Assist in maintaining a database to track costs associated with discipline matters

iii) Committee Support

• Provide logistical and administrative support to Complaints and Discipline Committees

• Maintain both Complaints and Discipline committee rosters in accordance with the bylaws

• Assist with process for Committee remuneration and expense claims submission, including the arrangement of committee member travel and accommodation when required
• Consult with Committee members regarding their availability to schedule meetings and hearings
• Provide administrative support as required, including meeting notices, agenda and supporting documents, and meeting package distribution
• Assist in preparation, formatting, and proofreading of case documents, reports and committee materials

iv) Miscellaneous

• Assist with compiling statistics and reports for internal use and publication such as summative complaints and discipline data for the Annual Report and data for Reports to Council
• Maintain confidentiality of sensitive information and comply with privacy legislation
• Other duties assigned as required

WORKING CONDITIONS

• The position is 1.00 FTE, permanent, Monday to Friday; 37.5 hours per week
• Hybrid work model available at the discretion of supervisor
• Overtime required on occasion, compensated as time in lieu
• Ability to attend and/or facilitate events at other locations on occasion

CONDITIONS OF EMPLOYMENT

• Must be legally entitled to work in Canada
• Provide a satisfactory criminal record check upon hire

About You

QUALIFICATIONS & EXPERIENCE

• Certificate in administrative assistant, business administration or operations
• Diploma or degree in business administration, operations, paralegal, or related field is considered an asset
• A combination of education and work experience in an office setting, minimum 3 years' experience
• Hands-on experience with productivity applications, word processing, spreadsheets, databases, presentations, and desktop publishing (Microsoft Office, Outlook, PowerPoint, internet use, and applications)
• Knowledge in governance and experience with supporting boards / council, committees, hearings, or tribunals is considered an asset
• Experience or knowledge regarding legal aspects of administrative law is an asset

SKILLS, PROFESSIONAL QUALITIES, & ATTRIBUTES

• Experience in preparing high-quality correspondence and data tracking
• Clear, concise communicator in both written and verbal form
• Ability to organize and store digital documents and data securely in a readily retrievable manner
• Ability to maintain current and accurate data
• Excellent interpersonal skills; effective verbal, listening, and written communication skills; professional and engaging manner
• Superior organizational skills with the ability to manage multiple projects simultaneously under tight deadlines
• Self-motivated individual with the ability to work independently as well as to thrive as part of a team
• Proven ability to maintain a high level of accuracy and confidentiality concerning all aspects of the organization

PERSONAL ATTRIBUTES

• Demonstrate sound work ethics
• Maintain strict confidentiality in performing all duties
• Honest, dependable, and trustworthy
• Respectful, possessing cultural awareness and sensitivity
• Flexible, resourceful, and willing to contribute to a cohesive team effort in an evolving workplace

How to Apply

Apply online

The CPhM values diversity and inclusion and encourages all qualified people to apply.

Applications will be reviewed as received until the position is filled.

We thank all who apply and advise that only those selected for further consideration will be contacted.