Monitoring Officer

Ontario College Of Pharmacists Ordre des Pharmaciens de L Ontario•Toronto, ON

19h•Hybrid

About The Position

Responsible for monitoring compliance with decisions made by College committees supported by the Conduct Division along with other College processes. Responsible for monitoring proceedings of pharmacy professionals with criminal charges and findings, civil proceedings and findings in other jurisdictions. The Monitoring Officer oversees case management for all compliance monitoring files and is responsible for the proactive management and tracking of particularly complex and high risk matters.

Requirements

Strong analytical, problem-solving, critical thinking and interpretive skills, including the ability to quickly review, comprehend and summarize complex, voluminous information, create action plans, make recommendations for action, and identify and act on relevant information
Excellent discretion, judgment and decision-making skills, including the ability to manage issues independently and also understand when to escalate to the Lead or Manager, and to make sound recommendations for action
Demonstrated ability to assess risk and conduct activities in accordance with principles of right-touch, risk-based regulation
Exceptional attention to detail; ability to self-edit, catch errors, and ensure accuracy of data, information, and written communication
Excellent written and verbal communication skills; ability to deal effectively and compassionately with stakeholders over the telephone and in writing and defuse difficult situations as required
Excellent time management and organizational skills to effectively and independently prioritize and manage workload according to risk to the public and/or organization
Adaptable and flexible with work requests
Team player with solid interpersonal skills combined with a winning customer service attitude and demonstrated ability to build trust and relationships with stakeholders
Demonstrated knowledge of relevant legislation and regulations, as well as College bylaws, policies, standards, and guidelines
Experience in interpreting and applying legislative requirements and internal policies and procedures in day-to-day tasks
Willingness to tackle new challenges and upgrade skills when required
Ability to compile and prepare data into logical reports, briefings, and recommendations for internal and external use
Proficient with Microsoft Office applications, MS Teams, Adobe Acrobat Pro and relational databases

Nice To Haves

University degree in a related field such as health sciences, law, criminology, business administration or equivalent
3-5 years of recent relevant experience
Experience in a compliance role within a regulatory environment or similar environment is strongly preferred

Responsibilities

Track and monitor status and risk of all compliance monitoring files, which can include remediation, orders, undertakings, health monitoring, terms, conditions, and limitations following decisions made by the Inquiries, Complaints and Reports Committee (ICRC), Discipline Committee, Fitness to Practise Committee, Accreditation Committee, Drug Preparation Premises Committee, Health Professions Appeal and Review Board (HPARB), or through other College processes.
Conduct proactive case assessment and management of complex, higher-risk files, including risk assessment and determination of appropriate monitoring activities and breach management to mitigate risk to the public.
Oversee the monitoring of lower-risk, simple monitoring files.
Escalate files to and liaise with the Conduct Operations Lead when intervention is required as defined in the process (e.g., non-compliance, breach, etc.), including recommendations for action.). Establish and implement plans to address identified issues, exercising informed judgement.
Monitor criminal proceedings and prepare public register postings for pharmacy professionals with criminal charges, findings and sentences, and civil proceedings and matters in other jurisdictions in accordance with the requirements set out in the legislation and College By-Laws.
Prepare customized memos and other correspondence to be reviewed by the Registrar by analyzing and consolidating information, ensuring information captured is succinct while capturing all of the relevant facts and prioritizing matters based on risk. Prepare recommendations for action when appropriate. Prepare written correspondence to internal and external parties (pharmacy professionals, legal counsel, courts and enforcement officers, etc.) in follow-up to Registrar review.
Liaise and collaborate with other teams in the College including Intakes, Investigations, Professional Development and Remediation, Accounting, Assessments, etc., in order to implement compliance monitoring plans. Identify when legal advice is required and seek input from Legal Conduct, as appropriate.
Liaise and collaborate with external parties involved in compliance activities including remediation providers, mentors, health program providers, etc.
Coordinate mentorships for registrants
Plan and coordinate compliance monitoring related projects and initiatives, including cost recovery, College CRM requirements for compliance monitoring, continuous quality improvement activities, and other projects/initiatives that arise. In addition to role-specific projects, lead and/or participate in projects to enhance the compliance monitoring program and College-wide initiatives, as assigned.
Ensure policies and procedures are well-documented, implemented and updated regularly. Continually examine them to ensure consistency in application, adherence to legislation, regulations, by-laws and College corporate policies, and to determine when external changes require policies and procedures to be updated
Create reporting tools and prepare and analyze compliance monitoring data/statistics/reports for reporting to Division and College-wide.
Continually examine work processes and explore opportunities for improving efficiencies through technology, elimination or altering of work processes on an ongoing basis and make recommendations to the Conduct Operations Lead
Work in accordance with corporate policies and expectations regarding (for example) records management, privacy, data management, etc.
Assist in the resolution of any issues or concerns in a timely and professional manner to support OCP’s ultimate goal of providing excellent service to external parties and/or system partners.
Other duties as assigned by the Conduct Operations Lead, or Manager, Conduct Operations, including backup support in Compliance Monitoring and other areas of Conduct Operations