Administrative Assistant, Physician Practice Enhancement Program (0.6FTE)

Job No: CPSBC116
Location: Vancouver, BC

POSITION SUMMARY

Reporting directly to the clinical and practice support officer, the administrative assistant is primarily responsible for providing administrative support to the Physician Practice Enhancement Program (PPEP).  In this role, the administrative assistant receives direction for the medical device reprocessing assessments program from the clinical and practice support officer and provides additional support to the medical device reprocessing (MDR) assessor.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following:

Administrative support for the medical device reprocessing activities

  • contact physician offices to arrange MDR assessments
  • update schedule spreadsheet with dates
  • receive and store document submission from client organizations in preparation for assessment activities
  • assist in completing all correspondence and documentation regarding tracking and follow up of outstanding mandatory requirements
  • vet/compile eligibility lists of program participants
  • handle intake and processing of assessment reports
  • prepare assessment packages
  • follow up with inquiries related to MDR assessments
  • liaise with other departments to ensure participant eligibility, where warranted
  • attend and participate in departmental meetings
  • assist the department with correspondence and follow-up telephone calls as directed
  • liaise with other College departments as required
  • assist with department overflow including data entry, data tracking, photocopying and distribution of materials
  • perform other general clerical work as directed by the clinical and practice support officer

Maintain PPEP files

  • scan form letters, reports and supportive documents, as required
  • maintain a bring-forward system and send reminders accordingly
  • ensure all paper and electronic files are maintained and up to date
  • assist with closing and filing assessment files as required
  • cull records following appropriate destruction guidelines
  • update and maintain the PPEP databases
  • photocopy file documents as required
  • assist with the maintenance of the PPEP filing system

ACCOUNTABILITY

The administrative assistant must have strong initiative and self-motivation, be able to work independently and be accountable for own work. Teamwork within PPEP is essential, as well as collaboration with various departments within the College.   

SKILLS AND QUALIFICATIONS

Required skills and qualifications include:  

  • successful completion of grade 12 supplemented by a two-year office administration diploma or equivalent combination of education and experience
  • experience in a health care setting an asset
  • working knowledge of Microsoft Office applications including Access, Outlook, Word, Excel and Visio
  • working knowledge of Adobe Professional
  • excellent written and verbal communication skills
  • demonstrated ability to work independently and make decisions to determine appropriate action to take in handling inquiriesdetail orientated
  • ability to organize and set work priorities
  • ability to take direction, be flexible with the demands of the department and work both independently and as a team member
  • ability to exercise good judgment in recognizing scope of authority and protecting confidential information
  • proven ability to perform multiple tasks
  • balance continuous demands and priorities and meet deadlines

The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.

Click here to download the job description. 

How To Apply

All applications for this position must be submitted online via this page

Please read through all of the questions; you may wish to prepare your responses in a Word document before you start filling out the fields below. 

To begin the application process, complete the questions below. You will have the opportunity to attach your resume and other documents on the next page. Note: You must submit your resume online. Ensure you have your resume ready to attach. 

We thank all applicants for their interest; however, only those selected for interview will be contacted.

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College of Physicians and Surgeons of British Columbia