Job Description: Senior Administrative Assistant

Company: Royal College of Dental Surgeons of Ontario
Location: Toronto, Ontario
Job Category: Corporate
Job Type: Contract
Salary: $$57,604 to $64,804 - Annual

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Senior Administrative Assistant

Senior Administrative Assistant, PLP (Contract)

Date Posted: January 9, 2025

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 Professional Liability Program (PLP) of the Royal College of Dental Surgeons of Ontario (RCDSO) has been providing malpractice protection to Ontario dentists for over 50 years. The RCDSO is currently in the process of divestment and is seeking a third party to take over the program’s operation and staff.

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, with an anticipated start in March 2025. This role will require the successful candidate to attend in-person meetings occasionally as needed. At this time, we are only considering candidates located in Ontario or who are willing to relocate.

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 advisors; communicate with internal and external parties on behalf of the advisors (i.e. members, experts, external defense counsel, reinsurer and College staff)

Oversee calendar management, including monitoring and/or managing the advisors’) 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 Pro; knowledge of case management systems (particularly MS Dynamics 365) is an asset

Excellent written/oral communications with a keen eye for detail, including strong typing skills

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 is an asset

RCDSO is building its bilingual (French/English) capacity and excellent French language proficiency is an asset

Compensation and Total Rewards

Base annual hiring salary from $57,604 to $64,804 (pro-rated for the duration of the contract), commensurate with experience
Paid vacation, wellness and sick days (pro-rated for the duration of the contract)
Career-related learning and development opportunities
Half-day Fridays between July 1^st and September 1^st as well as a half-day workday before statutory holidays
Onsite gym, corporate discount to GoodLife Fitness, and wellness-related webinars
Opportunities to connect with colleagues through virtual and in-person social events

How do I apply?

To apply to this vacancy please submit your resume and cover letter describing why you are interested in this position and how your knowledge and skills may be well suited for the role via the RCDSO Job Portal on our Careers page by January 23, 2025 at 5 pm.

Our recruitment process is conducted remotely unless otherwise specified. Candidates are welcome to request an in-person interview.

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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