Join our team: Regulatory and Applications Administrator (one year contract)

Position Summary

The Regulatory and Applications Administrator is accountable to the Executive Director/ Registrar at the Nova Scotia College of Social Workers (NSCSW).

This position acts as the main administrative support for the application and regulatory processes at NSCSW. This position also provides administrative support to the Board of Examiners, as well as to the Regulatory and Candidacy Consultant and the Complaints Committee throughout the complaints process.  

This position supports the candidacy program, as well as the processing of registration applications for social workers seeking membership with the College. They assist with the registration and licensing for members. 

Compensation

  • $39,777.16 – annual salary for one-year contract
  • Contract employees will be paid 4% of their salary in lieu of benefits

Employment Equity

NSCSW is committed to the value of equity and strives to create an organization that represents the intersectional identities of Nova Scotians. Applicants from groups who have historically faced barriers to employment are encouraged to self-identify in their application.

Job Accountabilities 

Registration Services

  • Prepares registration material for the Executive Director/Registrar to review and ensures that all the necessary proofs for registration, as prescribed by the Social Workers Act, are in order for registration approval; preparing a list of applications for approval. 
  • Processes verification of registration status for members applying for membership in another jurisdiction.
  • Ensures all approved applicants are added to the registry. The Regulatory and Applications Administrator will also be responsible for tracking data and keeping up to date records required for the Fair Registration Practice Act and the Canadian Institute for Health Information.
  • Project management tasks include enhancing the database registration process by improving the online application process and file management systems.
  • Answers inquiries regarding registration eligibility, questions regarding the on-line application process and responds to questions regarding the operation of NSCSW.
  • Knowledgeable of registration process and requirements; and responds appropriately to questions and requests for information.

Board of Examiners

  • Acts as the lead administrative support for the Board of Examiners and sub-committees. Duties include notifying participants, arranging space and meals; assisting with the distribution of background material, taking minutes and booking conference calls as required. 
  • Prepares related correspondence and documents as required for Board meetings. Duties also entail supporting appeals to the board decisions. 
  • Will notify applicants of the date of review by the board, and provide logistical support.

Complaints

  • Acts as the lead administrative support to the Regulatory and Candidacy Consultant and to the Complaints committee.
  • Prepares related correspondence and documents as required by the Regulatory and Candidacy Consultant in addition to complaints meetings. 
  • Prepares documents for the Regulatory and Candidacy Consultant and for the complaints committee for their review.
  • Management of Datto Drive / Thentia Library: Ensures committee members, investigators, legal counsel, and other stakeholders as required are provided access to organized and accessible files in the Datto Drive / Thentia.
  • Duties include, arranging space and meals; assisting with the distribution of background material, taking minutes, and booking conference calls as required. 
  • Records and submits stipends for the complaints committee members.

Candidacy Program

  • Prepares registration material for the Regulatory and Candidacy Consultant to review; ensuring that all the necessary proofs for registration, as prescribed by the Act for the Candidacy program, are in order for registration approval; preparing a list of applications for approval.
  • Recognizes trends in applications; identifies and recommends changes in policies, procedures and systems to increase efficiency.
  • Works with Regulatory and Candidacy Consultant to identify and implement enhancements to the Candidacy program.
  • Ensures Regulatory and Candidacy Consultant receives all required candidacy documents and ensures the files are complete and accurate. 

Private Practice

  • Prepares and emails private practice application packages; enters information into the Board’s register; maintains database files; creating a Private Practice Registry; confirms currency of liability insurance; corresponds with Private Practitioners as required.

Discipline Services

  • Assists the Regulatory and Candidacy Consultant with the preparation of related material; arranges meeting space for hearings; arranges transcription services; acts as logistical support for meetings of the Board and Sub-Committees by notifying participants, arranging space and meals, assisting with distribution of background material and booking conference calls as required.

Examinations

  • Prepares applicant files for review and schedules and notifies applicants of the examination dates; scheduling, preparing documentation and notifying the Examination Panel of the examination date.  
  • Prepares correspondence advising the applicant of the Examination Panels decision; and entering information on the Board’s register to reflect the change in the member’s registration process.

Other Duties

  • Works with the Executive Assistant to cover the duties at NSCSW reception. 
  • Performs other duties as assigned by the Executive Director/Registrar; keeps the Executive Director/Registrar informed of issues of concern; assists with student memberships, preparing material for review, issuing receipts, etc.
  • This position is the key contact for staff and members in regards to database troubleshooting and technical issues.

Required Qualifications

  • Post-secondary education in Business Administration, Communications, and/or Office Management.
  • A minimum of three (3) years of administrative experience is required.

Required Knowledge and Competencies

  • Advanced proficiency in MS Office (Word, Excel, Outlook) is required. 
  • Advanced understanding and proficiency in database management experience is required.
  • Highly organized with attention to detail and the ability to multi-task and manage multiple projects simultaneously.
  • Excellent oral and written communication skills.
  • Excellent problem solving and conflict resolution skills. 

Application

Applicants should send a resume and cover letter to Lynn Brogan, Acting Executive Director/ Registrar to Lynn.Brogan@NSCSW.org by Nov 22, 2019 at 4:30pm.

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