Full-time, permanent

The accreditation coordinator will work collaboratively with program staff and other College of Physicians and Surgeons of BC (CPSBC) departments to uphold its mandate to establish, monitor and ensure standards of practice in independent medical and surgical facilities in British Columbia. This position is extremely varied and complex, and the successful candidate is expected to act professionally, demonstrate initiative, exhibit good judgment and make informed decisions. This position interacts regularly with the deputy registrar, director, NHMSFAP staff, various CPSBC departments and other external health partners.

Duties and responsibilities

Duties include but are not limited to the following:

Administration

• works independently and collaboratively with program staff to ensure the department functions efficiently and effectively
• coordinates and schedules appointments, conferences, meetings, and special events (e.g. education) for internal and external health partners
• prepares written communication pertaining to a variety of program matters
• manages electronic files in the CEDAR and OWL systems, and paper files in compliance with the CPSBC records retention policies
• responds to inquiries from CPSBC staff, the public, non-hospital medical/surgical facilities and other offices external to the CPSBC on a wide range of topics
• develops administrative processes, policies and procedures related to the NHMSFAP
• responds to telephone inquiries from a variety of sources
• manages and contributes to the ongoing improvement of the NHMSFAP IT systems
• manages the file system in compliance with the CPSBC records retention policies
• when needed, assists with the NHMSFAP Committee including meeting document preparation, room set up, and minute-taking
• assists with the preparation and sending of post NHMSFAP Committee letters

Accreditation

• liaises with facilities to schedule accreditation assessments and reassessments as follows:
  • liaises with facilities to schedule accreditation visits
  • organizes and maintains the NHMSFAP accreditation files
  • organizes, monitors and follows up on accreditation documentation throughout the accreditation process
  • assists with facility assessment scheduling
  • liaises with facilities and accreditors during the accreditation process
  • arranges accreditation team travel and accommodation
  • works with the team and the finance department to prepare accounting statements and ensure accurate assessment invoices
  • assists accreditation teams to collate and distribute accreditation materials
  • edits, formats and proofreads accreditation reports
  • prepares final accreditation report and accreditation certificate
• clinical trials:
  • reviews, monitors and tracks all clinical trial applications
  • prepares all correspondence, documentation and follow-up

New facilities and builds

• assists the NHMSFAP manager with new facility applications and builds
  • manages new facility build enquiries, answers related emails and calls
  • prepares and sends new facility application packages
  • arranges meetings, compose, edit and distribute notes to file from meetings
  • receives, manages and acknowledges submitted documents
  • organizes, monitors and follows up on new facility documentation

Quality improvement

• supports continuous improvement by participating in internal audits, document and records management, and other elements of the quality management system

General

• other duties as required

Skills and qualifications

Required skills and qualifications include:

• post-secondary education with training in administrative/office management practices or an equivalent combination of education and experience
• a minimum of three years of related experience
• ability to work both independently and as a team member
• strong interpersonal and organizational skills, excellent oral and written communication with accuracy and attention to detail
• ability to demonstrate a high level of initiative, analytical and investigative skills ability to multi-task, prioritize, work under pressure and meet deadlines ability to interpret, research and apply complex standards and processes
• ability to exercise good judgment in recognizing scope of authority and protecting confidential information
• ability to type 70 wpm and operate a normal range of office equipment
• intermediate knowledge level of MS Office software that includes word processing, spreadsheet, database applications, PowerPoint, electronic mail and scheduling applications
• excellent communication skills, including written, using business English, verbal, editing and proofreading
• experience in medical/surgical office administration is an asset
• previous experience interfacing with patients or the public is an asset