administrative assistant Vancouver
Job description
Position Type: Permanent, Full-time
Location: BCCOHP Offices (Vancouver/Victoria) - In-Office
Application Deadline: Open until filled
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
BCCOHP provides a working environment that is welcoming, respectful, and rewarding. We offer opportunities for personal and professional growth and encourage reasonable work-life balance with flexible work arrangements including hybrid work options, and flexible start and end times.
About the Role
BCCOHP is seeking a permanent, full-time Legal Administrative Assistant to join our legal team. This position will report to the General Counsel.
The successful candidate will provide support to the legal team in relation to matters directed into the discipline and other litigation matters. This position works closely with the Senior Regulatory Compliance Officer in preparing records required for the Health Professions Review Board (HPRB) matters, and in response to the Freedom of Information (FOI) requests. The Legal Administrative Assistant also plays an integral role in the investigation and management promotional activity inquiries and complaints.
This position is an in-office position, however, if the successful candidate has a personal computer, there is flexibility for a hybrid work arrangement.
Essential Duties
Discipline Support
- Maintain Discipline and Litigation calendars and bring forward systems, including scheduling Discipline Committee Hearings.
- Open and close Discipline files.
- Liaise with other internal departments to ensure notifications are placed ie. registration, communication, and monitoring.
- Compile, copy and index investigation disclosure records for use in discipline hearings or litigation matters in accordance with established timelines.
- Receive, process, distribute and acknowledge incoming mail, email and records in relation to discipline and litigation matters, including CRM data entry.
- Proof-read, edit and format final correspondence and memos.
- Arrange and schedule meetings and tele-conferences between Senior Legal Counsel and external counsel, opposing counsel and registrants.
- Liaise with counsel and general counsel as needed to ensure all required information is received or provided.
- Prepare correspondence and documents for in-house counsel.
- Prepare detailed document disclosure indexes and records for distribution to counsel and to the Discipline Committee.
- Photocopy and distribute documents.
- Liaise as necessary with event planner to book in-person meeting venues, order food, etc.
- Provide support to the Discipline Committee as needed.
Litigation/Tribunal/Miscellaneous Legal Support
- Assist with management of litigation matters.
- Assist with inquiries related to promotions.
- Log in emails, correspondence, reports, and court documents in CRM/SharePoint.
- Update and file in chronological order court/review/tribunal documents in pleadings/application folder.
- Update actions and correspondence in CRM/SharePoint.
- Applying proofreading, editing, and formatting documents and correspondence.
- Ensure deadlines are diarized, met, and limitations are adhered to.
- Assist with legal invoice processing and budget tracking.
- Provide support for complaints or with management of health profession corporations as needed.
HPRB and FOI Support
- Provide administrative support for HPRB and FOI files.
- Prepare, redact, index and page number HPRB records for production in collaboration with Senior Legal Counsel.
- Liaise with HPRB case managers, the registrant, complainant, and counsel to ensure deadlines and requests are met.
- Maintain bring forward system to include due dates for HPRB record production, submissions, and hearings.
- Create and update HPRB summary documents for reporting purposes.
Essential Skills and Qualifications
- Minimum of 2 years of office experience.
- Graduation from a recognized legal office administration program or equivalent experience.
- Experience as a legal assistant an asset.
- Excellent computer skills with proficiency in Microsoft Office and SharePoint.
- Ability to remain calm and composed under pressure.
- Ability to work well under pressure and address competing priorities.
- Ability to handle sensitive and confidential information with discretion.
- Strong written and verbal communication skills.
- Strong organization skills with the ability to multi-task and prioritize.
- Strong attention to detail.
- Strong clerical and administrative skills.
- Experience using a database or customer relations management system and electronic filing system is an asset.
- Previous work experience in a regulatory, not-for-profit, or law office preferred.
Salary and Benefits
BCCOHP offers a compensation package that includes a competitive salary, extended health and dental care, and professional development allowance, and personal days for employees to use to allow themselves to look after their health and well-being and attend to their personal schedules.
Health and Safety
Our offices are located on the west side of Vancouver and in Victoria. Our offices are temporarily closed to the public and most of our team are currently working remotely. We are conducting interviews virtually at this time.
We will continue to evolve and adjust our policies.
How to Apply
If you are interested in joining our team, please visit https://talent.sage.hr/jobs/8376a5f1-680a-4c11-9b7f-d22fb62e8ba0 to apply. Applications will be accepted until this position is filled.
We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted. No phone calls, no recruiters, please.
For more information about this and other roles, please visit https://oralhealthbc.ca/about/careers/.
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
- No weekends
Work Location: Hybrid remote in Vancouver, BC V6J 5C6
About College of Dental Surgeons of British Columbia
Revenue: $1 to $5 million (USD)
Size: 1 to 50 Employees
Type: Non-profit Organisation
Website: www.cdsbc.org
