Hearings Coordinator

Reporting to the Deputy Registrar, the Hearings Coordinator will fulfill the responsibilities of the Hearings Director as established in Part 4 of the Health Professions Act. The Hearings Coordinator is also responsible for leading the coordination of appeals to Council and supporting ACP’s operations functions requiring coordination as needed.

Key responsibilities

Hearings, complaint reviews, and appeals

• Independently fulfill the role of the Hearings Director, as defined in the Health Professions Act and the Pharmacy and Drug Act.
• Lead the coordination of hearings, complaint reviews, and appeals. This includes notifying the necessary parties, explaining the process, scheduling, posting hearing notices, and managing all meeting logistics, whether in person, virtual, or hybrid.
• Establish hearing tribunals and complaint review committees in accordance with the requirements outlined in the Health Professions Act, including designating a member of the tribunal or committee to act as chair.
• Manage ongoing recruitment, onboarding, and training of regulated members appointed by Council to the Hearing Committee pool. Serve as a primary resource for the committee, ensuring members understand their roles and responsibilities and receive the support needed to fulfill them.
• Build and maintain connections with members of the Tribunal Roster of Public Members under the Health Professions Act to foster an interest in serving on ACP tribunals.
• Ensure high-quality independent legal counsel is available to support tribunals, including having access to timely advice.
• Maintain the hearings administration module in ACP’s information management system, hearings director manual, hearing committee learning modules, and other policy and procedure materials related to the hearing process.
• Provide administrative support to the tribunal during the decision drafting process. This includes proofreading, providing transcripts and exhibits, coordinating meetings, monitoring drafting progress, redacting the decision to protect identities and confidential and patient information, and coordinating communication of the decision.
• Stewardship of all Hearing Records as set out in the Health Professions Act. This includes assembling each record, including exhibits, transcripts, and decisions for permanent retention; executing notifications to stakeholders; scrutinizing and filing requests to examine the record; preparing and certifying appeal hearing records when filing is required at the Court of Appeal.
• Manage all records related to hearings, complaint reviews, and appeals in accordance with records management policies and procedures. This includes determining which records are transitory and which should be retained and filing them in ACP’s records management database.
• Promptly and accurately communicate tribunal orders to internal teams for awareness, and document adherence requirements in the information management system to enable timely monitoring and enforcement.
• Participate as a member of the ACP’s Collections Panel to facilitate collection of delinquent payments.
• Participate in the Alberta Federation of Regulated Health Professions’ (AFRHP’s) Hearing Interest Group and other external groups that share best practices on hearings.
  
  

Appeals to Council

• Lead the coordination of appeals to Council in accordance with Part 2, Part 3, and Part 6 of the Health Professions Act and s5.1 of the Pharmacy and Drug Act.
• Ensure an administratively fair process by following procedures similar to hearings, complaint reviews, and appeals.
• Provide administrative support to the appeal panel.

Other

• Provide support for ACP’s operations functions requiring coordination as needed. This includes coordinating business continuity plans and occupational health and safety processes; contributing to office space management and optimization; and assisting in coordinating internal meetings and events.
• Support records management, including serving as backup for ACP’s Records Management Coordinator.
  
  

About you

• You are exceptionally detail-oriented, organized, and accurate.
• You have strong communication skills and are clear, effective, professional, and respectful in all forms of communication.
• You’re able to work independently with minimal direction and are self-motivated, analytical, and a natural problem-solver. You create your own systems and are committed to continuously improving them.
• You can effectively manage multiple priorities, adapt quickly in changing environments, and meet time-sensitive deadlines while maintaining accuracy.
• You have an interest in administrative justice and are committed to ensuring a fair and transparent process.
• You take ownership of your work and take pride in meeting standards for quality, service, and professionalism.
• You’re a collaborative team player who supports colleagues in delivering their services and acts in the best interest of the team.
• You are committed to lifelong learning, regularly seeking opportunities for professional development.
  
  

Qualifications

• Post-secondary degree or diploma (e.g., paralegal studies, arts, humanities).
• Five to seven years of experience in a comparable role addressing public concerns.
• Experience with hearing case management or coordinating quasi-judicial processes is highly preferred.
• Completion of a Certificate in Tribunal Administrative Justice is considered an asset.
• An equivalent combination of education and experience will be considered.

About us

As the regulatory body for pharmacy practice in our province, the Alberta College of Pharmacy (ACP) is responsible for ensuring that pharmacy professionals and pharmacies are prepared to provide safe, quality care to their patients. Alberta’s pharmacists have one of the broadest scopes of practice in the world, so it’s a big responsibility. That means we need a great team to help us!

For ACP to continue to be a global leader in the advancement of pharmacy practice, we need collaborative, thoughtful, respectful, and encouraging team members who are committed to delivering quality work. Those tenets are the basis of our team charter, which was drafted by our own team members.

How to apply

Along with your resume, please submit a cover letter outlining why you’re interested in the opportunity and how your work experience has prepared you to succeed in the role. Cover letters can be addressed to Kaye Moran, Deputy Registrar. Submissions without a cover letter will not be considered. We thank all applicants for their interest in working at ACP; however, only those selected for a phone screen will be contacted.