Job Description: Senior Administrative Assistant (12 Month+ Contract), Professional Liability Program

Company: Royal College of Dental Surgeons of Ontario
Location: Toronto, Ontario (Downtown)
Job Category: Legal Support Position
Job Type: Contract
Salary: $$55,871.52 to $62,855.46 (salary is pro-rated for the duration of the contract), commensurate with experience - Annual

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Senior Administrative Assistant (12 Month+ Contract), Professional Liability Program

The Royal College of Dental Surgeons of Ontario (RCDSO) is a leader in health care regulation. As the governing body for more than 11,000 dentists in Ontario, our mission is to act in the public interest by putting patients first. We are committed to transparency, accessibility, openness and fairness in all our work.

Bring your excellent communication and organizational skills to our team as a Senior Administrative Assistant in the College’s Professional Liability Program (PLP) department.

The PLP department administers the College’s malpractice insurance program for all current and former RCDSO members. This includes claims, insurance and risk management.

You will be responsible for providing administrative/clerical support on claims and internal PLP department matters.

You are a dynamic self-starter who can function in a demanding, fast-paced environment. You are extremely organized, possess excellent communication skills and have a keen eye for detail with a focus on achieving excellence.

This is anticipated to be a 12+ month contract and the successful candidate will work remotely until further notice.

What can I expect to do in this role?

Reporting to the Administrator, PLP, you will:

Provide administrative support by preparing, drafting, and formatting correspondence for the assigned advisor; communicate with internal and external parties on behalf of the advisor (i.e. members, experts, external defense counsel, reinsurer and College staff)
Oversee calendar management, including monitoring and/or managing the advisor(s) Outlook calendar. This includes arranging internal and external meetings, responding to changing priorities; and the preparation of supporting material
Facilitate case file management, including processing and triaging correspondence in accordance with internal guidelines; review upcoming deadlines and work requirements with the team; manage the flow of work to the advisor (such as documents for review/signature); generate claim history, calculate appropriate deductibles and prepare the deductible request for advisor approval.
Assume responsibility for preparing and compiling case materials for the PLP Committee including requests for settlement authority, requests for waiver/reduction of deductibles and trial instructions, etc.
Manage case management system updates, including entering important dates (mediation, settlement conferences, pre-trial and trial etc.); reviewing incoming/outgoing materials and determining appropriate bring forward dates; maintaining and updating case contacts information in PLP’s case management system
Perform accounting-related tasks, including processing incoming settlements, legal and expert fees payment requests while ensuring requests meet department requirements; contacting external stakeholders for proper documentation when deficient; complete payment and invoice requisitions
Support the department manager and administrator with other functions as assigned
Provide backup support to law clerks as required
Other duties as assigned

What skills and background do I need?

The Senior Administrative Assistant requires:

Completion of a two- to three-year community college program
Minimum of three years’ legal administrative experience, preferably in insurance, medical malpractice and/or personal injury law
Proficiency with Microsoft Office and Adobe Acrobat
Excellent written/oral communication with a keen eye for detail, including strong typing skills and the ability to prepare correspondence using dictation equipment
Ability to execute a high volume of work quickly, autonomously and accurately within a fast-paced environment
Proficiency when working under pressure to meet competing deadlines; demonstrated proactivity when executing tasks
Demonstrated excellent client service experience
Natural curiosity to ask questions, review research, look at data and find evidence
Relying on best practices, data, research and/or evidence in making informed decisions
Ability to collaborate effectively within a team environment
Knowledge of medical/dental terminology and case management systems (particularly MS Dynamics 365) is an asset
Proficiency in French is an asset

Compensation and Benefits

Base annual salary between $55,871.52 to $62,855.46 (salary is pro-rated for the duration of the contract), commensurate with experience
Comprehensive vacation plan

How do I apply?

To apply to this vacancy please submit your resume and cover letter describing why you are interested in this position online via the RCDSO Job Portal located at: https://www.rcdso.org/en-ca/about-rcdso/careers by March 31, 2023 at 5 pm.

Our recruitment process is conducted remotely unless otherwise specified.

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

The Royal College of Dental Surgeons is an inclusive employer.

Accommodation is available upon request under the Ontario Human Rights Code.

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