Administrative Assistant, Registration & Certification

BCCOHP is seeking a permanent, full-time Administrative Assistant, Registration & Certification to join our Registration & Certification team. This position will report to the Manager, Registration & Certification. 

The successful candidate will be responsible for providing administrative assistance to the Registration & Certification team ensuring only those who meet the regulator’s requirements for registration or certification are registered. This position will be one of two administrative assistants who provide administrative support to the Victoria Office.

Registration

• Assist with applications for all registration categories and certified dental assistants (CDAs); verify completeness of application; follow up with applicants on incomplete applications; data entry; receive and sort documents sent by mail for the Registration department.
• Respond to inquiries regarding registration or certification from applicants and registrants and CDAs.
• Update registrant and CDA records. 
• Follow up on open and incomplete applications.
• Process criminal records checks and coordinate the five-year Criminal Record Re-Check processes. 
• Assist the Coordinator, Registration with processing of HPC names, permits, and registration.
• Prepare welcome letters and wall certificates.
• Prepare letters and certificates of standing for all registrant categories and CDAs for signature from senior staff.
• Track the Registration email inbox and forward emails appropriately within the department.
• Generate cheque requisitions as necessary.
• Provide daily balanced reports to the finance department.
• Monitor, collect and process non-sufficient funds (NSF) and reinstatement fees.
• Generate duplicate registration certificates upon request. 
• Assist with the processing of duplicate prescription pad requests.
• Assist with inquiries during annual renewal from registrants and CDAs.
• Take meeting minutes as needed.
• Order catering for meetings as needed.
• Other administrative tasks as required.

Administrative Support to Victoria Office

• Maintain office supplies and inventory by determining inventory level, anticipating needs, placing and expediting orders, and receipt of supplies.  
• Receive courier deliveries, distribute incoming/outgoing correspondence, posting mail as required.
• Provide electronic and fax reception by receiving communications, recording their receipt, and responding or forwarding to appropriate staff.
• Ensure postal account and postal supplies are adequate to meet College needs, including accurate monetary reconciliation of the postal account.
• Complete general administrative duties as requested to support various employees and projects including word processing and copying assignments. 
• Ensure effective operation of office equipment (fax, phones, copier, etc.); completes preventative maintenance, provides staff direction, troubleshoots malfunctions, arranges service/repairs, and maintains equipment consumables (ink) inventory, in consultation with the Accountant and Executive Director, Finance, IT & Operations as needed.
• Order and instruct security company to program access cards. 
• Ensure elevators remain in working order and liaise with the servicing company as required. 

• Minimum of 2 years of office experience.
• Excellent computer skills with proficiency in Microsoft Office.
• Ability to maintain tact, grace and diplomacy in all situations.
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail.
• Strong clerical and administrative skills.
• Strong written and verbal communication skills.
• Strong organizational skills with the ability to multi-task and prioritize.
• Strong critical thinking, analytical, and problem-solving skills.
• Experience using a database or customer relations management system and electronic filing system is an asset.
• Previous work experience in a regulatory or not-for-profit environment is an asset.