Legal Administrative Assistant

BCCOHP is seeking a permanent, full-time Legal Administrative Assistant to join our Legal Team to provide support to the Legal Team in relation to corporations, discipline, Health Profession Review Board, and other matters under legal services including litigation, marketing, unauthorized practice, and Freedom of Information. This position will report to the General Counsel. 

The successful candidate will work closely with the Legal Team in preparing, managing, and retaining records required for various matters under legal services. The Legal Administrative Assistant also plays an integral role in oversight and management of multiple email accounts and communications.

Corporations & Marketing 

• Process all incoming mail, email, and records pertaining to health profession corporations and marketing.
• Maintain database of corporation files in CRM, SharePoint, and local computer drive.
• Draft template letters and prepare enclosures for correspondence. 
• Maintain database of marketing files in CRM and local computer drive.
• Manage bring forward system to track the receipt of required responses and prepare reminder letters as required.

Discipline & Health Professions Review Board (HPRB)

• Maintain Discipline and HPRB calendars and email accounts, bring forward systems, and coordinating to meet statutory deadlines.
• Liaise with other internal departments to ensure notifications are placed i.e.. registration, communication, and monitoring.
• Prepare investigation records for disclosure and submissions with respect to discipline hearings and HPRB’s established timelines.
• Receive, process, distribute and acknowledge all incoming communications in relation to discipline and HPRB matters.
• Provide administrative support to Legal Counsel, General Counsel, and external counsel with respect to discipline and HPRB matters, including calendar management and venue bookings.
• Prepare correspondence and documents for in-house counsel.
• Prepare detailed document indexes and records for disclosures and submissions.
• Provide support to the Discipline Committee.

Litigation/Tribunal/FOI/Miscellaneous Legal Support 

• Provide administrative support to Legal Counsel and General Counsel.
• Maintain administrative oversight of all communications pertaining to these matters under legal services, ensuring proper retention of records in internal database i.e. CRM/SharePoint.
• Assist with legal invoice processing and budget tracking.
• Provide regular file summary updates for the various matters under legal services.
• Liaise with the internal Legal Services Team and assist with any overflow administrative duties as required. 
• Other administrative duties as required.

• Minimum two years of office experience.
• Graduation from a recognized legal office administration program or equivalent experience.
• Experience as a legal assistant an asset.
• Excellent computer skill 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.

Work Hours

BCCOHP's regular hours of business are 8:30 am to 4:30 pm, Monday through Friday. This is a full-time permanent position, requiring 35 hours per week (7 hours per day).

Flexibility

BCCOHP offers flexibility for a hybrid work arrangement depending on the role and operational needs. The number of days required to be in office for this position is dependent on operational needs and workload.

We also offer core work hours between 9:30 am - 2:30 pm. The successful candidate may adjust their work day as long as they are working within the set core work hours, and depending on operational needs.

The successful candidate will be offered a competitive compensation and benefits package. The annual salary range for this position is $52,190 to $61,400. The salary offered will be determined based on factors such as experience relative to the requirements of the role. 

BCCOHP offers the following benefits and perks: 

• Extended health and dental benefits plan 
• RRSP contributions 
• Parking/transit subsidy 
• Paid time off (15 vacation days, 5 sick days, and 7 personal days per year)
• Maternity/parental leave top-up 
• Annual professional development allowance 
• Office closures in addition to statutory holidays including Easter Monday and winter office closure (December 24th to January 1st each year)
• Early office closure on Fridays during the summer