Program Administrator

(Permanent Full-Time Role)

The College of Physiotherapists of Ontario regulates physiotherapists and exists to protect and serve the public interest. The College protects the rights of patients to safe, competent, and ethical care by ensuring physiotherapists are qualified to practice, maintain professional standards of practice and are held accountable for their conduct and practice.

The College of Physiotherapists of Ontario is currently seeking the services of a professional, self-motivated, detail-oriented candidate for the Program Administrator role. This position requires administrative background with excellent organizational and time management skills.

Position Overview

The Program Administrator is responsible for the daily administration of the hearings office, the College’s Practice Enhancement team and the Patient Relations Committee. 

The College has moved to a largely virtual office. This is a home-based position; however, in-person attendance at meetings in the Toronto area may be required on occasion. 

Duties and Responsibilities  

Hearings Office

• Provides information to the public about Discipline & Fitness to Practise hearings
• Works with the Chair of the Committee to support panel selection
• Identifies and reports on conflicts of interest
• Assists with the scheduling of hearings and all associated planning for remote and in person hearings (attendance required)
• Supports committee member onboarding and training
• Provides administrative support to the Committee Chair, panels and counsel as required 
• Administers post hearing surveys and reports the results 
• Facilitates the ordering of transcripts as required to support the hearings process
• Prepares all scripts, waivers, exhibits of costs for all hearings
• Ensures that decisions of the Discipline Committee are posted to Canlii in a timely manner
• Supports the development of information and education material in the forms of fact sheets, newsletters, tools or resources or copy for the website
• Provides full cycle support on the day of the hearing
• Monitors and reports on trends

Practice Enhancement Support / Monitoring

• Provides administrative support to the Program Lead, and the coaching team 
• Confirms successful completion of courses and activities
• Closes files once all the requirements have been met
• Prepares the required resources for and schedules cautions / reprimands 
• Provides administrative support to the Compliance Monitoring Networking Group and the Communities of Practice for Practice Enhancement Coaches, as needed
• Sets up and maintains TitanFile channels to support the coaching programs
• Sends communication to registrants, coaches and service providers as required

General Administrative Support

• Coordinates meetings of the Patient Relations Committee
• Prepares the agenda for the meeting and takes the minutes
• Maintains the Patient Relations Committee’s SharePoint site
• Codes invoices for payment
• Ensures that emails are saved to the case files in a timely manner
• Ensures that records are updated in a timely manner
• Conducts research and supports project work as required

 Education and Experience

• Post-Secondary education in a related area or equivalent combination of education and experience. 
• Two years of relevant experience working in a dynamic office environment

Specialized Knowledge, Skills & Abilities

• 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 with stakeholders over the telephone and in writing and defuse difficult situations as required
• Exceptional time management and organizational skills with a proven ability to deliver on competing priorities
• Solution oriented with the ability to solve problems independently, using judgement to escalate, as required
• 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 with stakeholders over the telephone and in writing and defuse difficult situations as required
• Exceptional time management and organizational skills with a proven ability to deliver on competing priorities
• Solution oriented with the ability to solve problems independently, using judgement to escalate, as required
• Self-starter and the ability to work with minimal supervision
• Ability to deal with organizational change and shifting priorities
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters  
• Proficient in the use of technology in daily work (Microsoft Office suite, Adobe, case management tools) 
• Knowledge of database systems, Microsoft Dynamics CRM experience, and LMS experience (considered an asset)
• Willingness to tackle new challenges and upgrade skills when required

Terms, Salary, and Working Conditions

• A permanent full-time position
• The starting annual base salary range for a Program Administrator role is $56,000.00 to $63,000.00 based on qualifications and experience

Benefits

The College provides the employees with a comprehensive benefits package that includes an extended health benefits plan upon joining and an RRSP program. The College makes a monthly contribution to the RRSP on their behalf after one year of working at the College. We offer paid opportunities for continuous learning and professional growth, strive for work-life balance, including work-from-abroad and summer hours, and provides an excellent and challenging work environment where highly valued innovation, teamwork, and creativity.

How to Apply

If you are interested in this position, please apply by sending your resume and cover letter via email to our Manager, People & Culture at peopleandculture@collegept.org no later than Tuesday, June  11, 2024. Please include the name of the role you are applying for plus your first and last name in the subject line (Subject: Program Administrator, First Name, Last Name).

Thank you for your interest in this position; only applicants selected for an interview will be contacted. 

The College’s goal is to create a diverse and inclusive workforce that reflects our communities. Please let us know if you require any accommodation to participate in this recruitment process by sending an email to peopleandculture@collegept.org.