Administrative Assistant, Intake

Royal College of Dental Surgeons of Ontario • Toronto, ON

17h • CA$52,137 - CA$58,655 • Hybrid

About The Position

The Royal College of Dental Surgeons of Ontario (RCDSO) is seeking an Administrative Assistant, Intake for the Professional Conduct and Regulatory Affairs (PCRA) department. This role will support the efficient intake of complaints and reports and provide administrative support for the investigation of Track 1 files. The PCRA department investigates dentist conduct, responds to public inquiries about dental concerns, supports committee decision-making, and enforces committee decisions. The ideal candidate is organized, detail-oriented, reliable, and can manage multiple tasks and meet deadlines in a dynamic team environment.

Requirements

• Completion of a two-to-three-year community college program
• Two to three years of position-related experience
• Proficiency in Microsoft Office and Adobe Acrobat
• Ability to work closely and collaboratively in a dynamic team environment
• Excellent organizational skills and ability to prioritize assignments in a fast-paced environment
• Ability to work efficiently and effectively to complete tasks in a timely manner
• Excellent written and oral communication skills, and interpersonal skills
• Strong attention to detail
• Demonstrated dependability, reliability, and professionalism in the workplace
• Excellent critical thinking and problem-solving skills
• Demonstrated ability to sift through large amounts of information and ask key questions
• Ability to maintain confidentiality

Nice To Haves

• Experience with case management and document management systems is an asset
• Excellent French language proficiency

Responsibilities

• Receive and process all inquiries, complaints and reports
• Respond to and triage telephone, mail and email inquiries regarding the College’s complaint and report process and redirect when appropriate
• Prepare customized and standard correspondence using Microsoft Word templates
• Compile prior decisions involving members for all complaint and report files, in accordance with legislated deadlines
• Create and update complaint and report files using the College’s case management software and keep the intake tracking system accurate and up to date
• Provide administrative support to the team of complaints associates and the administrator of the resolution program including processing mail, preparing standard correspondence, acknowledging original dental/medical records, filing, printing, copying/scanning
• Prepare Records of Investigation (ROI’s); maintain an effective “bring forward” system, transcribe notes and voicemail messages, while adhering to Track 1 administrative timelines
• Close complaint and report files
• Contribute to continuous improvement initiatives by attending and contributing to team meetings and projects
• Other duties as assigned

Benefits

• Paid vacation, wellness and sick days (pro-rated for the duration of the contract)
• Half-day Fridays between July 1st and September 1st
• Half-day workday before statutory holidays
• Onsite gym
• Corporate discount to GoodLife Fitness
• Wellness-related webinars
• Opportunities to connect with colleagues through virtual and in-person social events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree