Registration & Administrative Assistant

Company Description

All activities are carried out in support of the College of Physiotherapists of Manitoba (CPM) regulatory mandate to serve and protect the public interest. This position is responsible for supporting the management of the member database, ensuring accurate and efficient processing of member registrations and acts as a contact for inquiries related to registration and registration renewal. The work requires excellent communication skills to represent the College of Physiotherapists of Manitoba to all interested parties.

This position requires:

·        a proven skill set that includes initiative, planning, problem solving, and attention to detail

·        demonstrated computer knowledge and skills to complete complex tasks using various methods of technology

·        the ability to function with limited guidance, supervision, and monitoring.

·        and the ability to handle confidential information according to college policies.

This position will also provide support to staff to ensure the effective and efficient workflow of the CPM’s operations using current technology and systems to prepare, process and file documents in electronic form.

DUTIES AND RESPONSIBILITIESPrimary responsibility - Registration:Responsible for registering eligible individuals in accordance with established guidelines and procedures.

·        Ensuring accurate and timely registration of all eligible individuals.

·        Implementing registration policies, procedures, and templates to ensure ongoing compliance with the Act, Regulation and By-laws.

·        Communicating effectively with applicants: Managing all aspects of applicant communication, including responding to inquiries, providing updates on application status, and ensuring a positive experience throughout the registration process.

Committee Support:

Committees receive administrative support from the College. The Registration and Administrative Assistant shall provide support to a committee as assigned including, but not limited to:

·        Assisting the Chair with preparation of Committee meeting agendas, distributing notification of meetings, and circulating meeting attendance polls

·        Ensuring follow-up of Committee action items

·        Gathering information as required

·        Preparing and distributing meeting material

·        Minute-taking and

·        Maintaining Committee records.

Continuing Competency Program Support:

Administrative support includes but is not limited to:

·        Maintaining accurate tracking of incoming invoices

·        Maintaining an accurate schedule of Audits:

o  Tracking incoming patient charts and uploading redacted documents for the auditor to review

o  Assisting in formatting the Auditor’s final reports.

Annual General Meeting (AGM) and other College events:

Oversee planning of the AGM including:

·        Assisting in setting up the virtual platform and/or booking a venue,

·        Sending out notices, emails/links

·        Coordinating registration,

·        Setting up and collating online voting platforms reports.

Other Activities- Include:

·        Assisting with the publication of the Annual Report as required.

·        Providing administrative and program support to the Registrar/Executive Director/Deputy Registrar

·        Any other duty as assigned by the Registrar/ED or delegate.

EDUCATION AND EXPERIENCE:

Certificate or Diploma in office support or administration; equivalent combination of education and experience may be considered

·        5 years of administrative experience

·        Advanced computer skills with expertise in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and database applications

·        Experience working in a highly confidential, environment with the ability to act with professionalism, integrity and diplomacy

·        Team player, able to work independently and with a team

Key Competencies

·        Client focused: Committed to client service and developing internal and external client relationships

·        Communication: Has excellent oral and written communication (including proofreading)

·        Quality of work: Has high attention to detail and accuracy with exceptional organization skills

·        Integrity and Trust: Handles confidential information with discretion

·        Problem solving: Ability to analyze complex situations and exercise independent judgement to determine best solutions

SKILLS, KNOWLEDGE AND ABILITIES

·        Experience with Microsoft Word, Excel. Power Point, and databases

·        Demonstrated organizational skills

·        Willingness to be flexible

·        Commitment to lifelong learning, the policies and the principles of the College

·        French language skills are an asset

REPORTING RELATIONSHIPS:

The position reports to the Registrar/Executive director or designate.

ENVIRONMENTAL CONSIDERATIONS:

- None

CONDITIONS OF EMPLOYMENT

The successful applicant must:

·        sign a Confidentiality Agreement with the College

·        be able to workdays or evenings and weekends, as required

·        be able to work additional hours during peak times

·        be flexible and adapt to change and shifting demands and priorities

·        be able to work alone at times

·        be able to travel in Manitoba

·        provide a satisfactory Criminal Record Check prior to finalizing employment offer.