Licensing Assistant, Licensing

Full-time, contract (6 months)

Position summary

Reporting to the licensing supervisor, this position is primarily responsible for the preparation and distribution of certificates of professional conduct requested by licensees, health authorities or other parties. The position liaises with the Ministry of Health, other health regulatory authorities both within BC and across Canada, Doctors of BC, Health Match BC and other national and international offices external to the College of Physicians and Surgeons of BC (CPSBC).

Duties and responsibilities

Duties include but are not limited to the following:

• create certificates of professional conduct (CPCs)
  • maintain and update the licensing department CPC policy and process manual
  • be the primary contact with licensees and CPSBC staff regarding CPC inquiries
    • log requests for CPCs
    • review licensee files in search of applicable data for CPC
  • prepare CPCs
  • coordinate CPC and additional confidential information for licensees
  • maintain processes including a bring-forward system to ensure a timely completion of requests for CPCs
  • receive incoming CPCs from other jurisdictions
    • review incoming CPCs
    • add to applicants’ CEDAR files and distribute to file managers
• create wall certificates
• create undertakings for licensees (e.g. 25.3 undertakings)
• check reports and refer files to licensing compliance when required
• assist with the annual licence renewal process
  • liaise with others internally to plan and execute the annual application and renewal process
  • provide telephone and email assistance to licensees during the renewal period
  • assist with follow up of a series of questions
• issue licences for physicians licensed for independent practice
  • upon receipt of approved file, complete quality assurance checks in iMIS
  • complete class change
  • generate new licensee letter, encrypt, and email a copy to the physician
  • finalize and add document to CEDAR
• respond to associated correspondence, emails and phone calls from applicants, licensees and third parties
• other duties as required

Skills and qualifications

Required skills and qualifications include:

• high school graduation plus a minimum of one year post-secondary education with training in administrative/secretarial practices or an equivalent combination of education and experience
• demonstrated high level of initiative, time management and organizational ability
• ability to meet deadlines
• experience drafting minutes and correspondence
• excellent communication skills, both written and verbal
• excellent editing and proofreading skills
• attention to detail and a high level of accuracy
• working knowledge of Microsoft Office applications including Word, Access, Outlook, and PowerPoint

The compensation range for this position is $43,978 (minimum) to $54,972 per year.

The College of Physicians and Surgeons of British Columbia (CPSBC) has been recognized as one of BC's top employers since 2011 and as a certified Living Wage Employer in BC since 2025. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment including a hybrid work-from-home/in-office model, opportunities for personal and professional growth, and a comprehensive benefits package.

CPSBC is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

CPSBC values the strength diversity brings to our workplace, so if you’re excited about a career at CPSBC but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

CPSBC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation.

We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.