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About the Role

The Applications & Renewals Representative evaluates credentials and determines eligibility for licensure in accordance with College policies and regulations. This client-facing role involves managing communications, assessing eligibility, processing fees, and issuing certificates of registration. The representative must be detail-oriented, analytical, and possess strong communication skills to handle multiple competing tasks and changing priorities.

Responsibilities

Analyze pharmacy professional credentials and qualifications to determine eligibility by interpreting and applying Ontario registration regulations and College policies.
Evaluate applicant eligibility, qualifications and credentials to ensure they meet the requirements for a certificate of registration.
Assess eligibility for re-instatement, re-registration, or reactivation of a file/license on a case-by-case basis.
Conduct quality checks for completeness of the application, ensuring accuracy of the applicant’s data and that registration requirements are valid prior to issuance of the certificate of registration.
Evaluate incoming supporting documents to ensure compliance with the regulations and College processes.
Collect information and utilize discretion and critical thinking to manage complex registration matters and provide customized guidance.
Screen registrant profile to identify conduct-related matters and alerts relating to pharmacy practice.
Participate in the College’s annual renewal process for all registrants by communicating fee status, payment status, consequences of non-payment, monitor payments and provide status report.
Apply policies, regulations, and procedures to compose clear and concise correspondence for applicants and registrants.
Manage high volumes of inquiries from internal and external stakeholders while exercising effective communication, diplomacy, and the ability to address sensitive discussions and mitigate escalations.
Process international pharmacy graduate data received from Pharmacists’ Gateway Canada, parsing data files, data cleaning, and organizing information.
Extract and summarize data from third-party stakeholders to update credentials.
Collect and manage information used to support operational needs, regulatory responsibilities, and program and service outcomes.
Coordinate with Information Technology to ensure accurate uploading of Jurisprudence exams, Pharmacy Examining Board of Canada exams, and Pharmacists’ Gateway Canada results into the registration database.
Maintain data integrity within the database by ensuring accuracy, completeness, and validity of information.
Prepare applicant files for review and decision by a Panel of the Registration Committee.
Follow up and monitor applicants to ensure outstanding documents and any other requirements directed by Panel are fulfilled.
Support the Entry Assessments team by communicating with applicants, Jurisprudence Administrator and test sites regarding accommodations, exam locations, time and date, exam results and general inquiries.
Review and approve applications for Practice Assessment of Competence at Entry (PACE) by reviewing the applicants’ eligibility and ensuring assessor and practice sites meet criteria.
Ensure appropriate fees are calculated based on Board specifications, make fee adjustments as necessary, assess eligibility for refund requests for approval, and provide guidance for achieving the most cost-effective registration process.
Coordinate with the Accounting Department to streamline payment processes, resolve payment issues, and facilitate cheque disbursement or other payment forms.
Compose customized registration letters and prepare, review and finalize OCP Letters of Standing and Licence Verification Forms for licensing authorities confirming registration status and professional conduct.
Offers guidance on service requests, including but not limited to, letters of standing, resignations, etc.
Manage requests for College documents from pharmacy professionals, ensuring accurate preparation and mailing of certificates of registration and other requested documents.
Offer technical support and guidance to applicants and registrants regarding portal navigation, troubleshooting issues, and escalating user feedback to relevant departments.
Engage with individuals and working groups within the Registration Department to understand the current workflow, share individualized approaches, and propose relevant updates to existing user guides.
Support the College’s Board of Directors election process by reviewing and preparing information relating to applicants’ professional standing, licensure terms/conditions, and pharmacy practice details.
Enhance registration processes and uphold OCP strategic values by fostering interdepartmental collaboration with other College departments regarding applicant and registrant-related matters.
Work with other members of Applications & Renewals on assigned special projects and as a participant in 2 specific projects.
Monitor emerging trends and changes in business processes and College regulation updates, identify barriers, and explore opportunities for improvement.
Other duties as assigned by the Applications & Renewals Lead.

Requirements

College diploma in a related field such as business, administration, project management, or relevant work experience.
1-2 years of experience in a customer service-oriented or related role.
Experience in a regulatory environment is an asset.

Skills

Detail-oriented
Analytical
Strong written communication skills
Strong verbal communication skills
Efficiently handling multiple competing tasks
Handling changing priorities
Handling high volumes of tasks
Interpreting and applying Ontario registration regulations and College policies
Evaluating applicant eligibility, qualifications and credentials
Assessing eligibility for re-instatement, re-registration, or reactivation
Conducting quality checks
Evaluating supporting documents
Collecting information
Utilizing discretion and critical thinking
Managing complex registration matters
Providing customized guidance
Screening registrant profile
Communicating fee status, payment status, consequences of non-payment
Monitoring payments
Applying policies, regulations, and procedures
Composing clear and concise correspondence
Managing high volumes of inquiries
Exercising effective communication
Diplomacy
Addressing sensitive discussions
Mitigating escalations
Complying with OCP Privacy Policy
Processing international pharmacy graduate data
Parsing data files
Data cleaning
Organizing information
Extracting and summarizing data
Collecting and managing information
Coordinating with Information Technology
Maintaining data integrity
Preparing applicant files for review
Following up and monitoring applicants
Supporting the Entry Assessments team
Reviewing and approving applications
Calculating fees
Making fee adjustments
Assessing eligibility for refund requests
Providing guidance for achieving the most cost-effective registration process
Coordinating with the Accounting Department
Streamlining payment processes
Resolving payment issues
Facilitating cheque disbursement or other payment forms
Composing customized registration letters
Preparing, reviewing and finalizing OCP Letters of Standing and Licence Verification Forms
Disclosing information
Offering guidance on service requests
Managing requests for College documents
Offering technical support and guidance
Troubleshooting issues
Escalating user feedback
Engaging with individuals and working groups
Understanding current workflow
Sharing individualized approaches
Proposing relevant updates to existing user guides
Supporting the College’s Board of Directors election process
Enhancing registration processes
Upholding OCP strategic values
Fostering interdepartmental collaboration
Working on assigned special projects
Monitoring emerging trends and changes in business processes
Monitoring College regulation updates
Identifying barriers
Exploring opportunities for improvement

Location

Hybrid

Work Type

Contract
Hybrid

Experience Level

1-2 years

Education Level

College diploma

Salary/Compensations

Hiring Range which is commensurate with experience

About the Company

We are the registering and regulating body for the profession of pharmacy practice in Ontario with a mandate to serve and protect the public interest.
The College sets and ensures ongoing adherence to professional and operational standards as it leads the advancement of pharmacy.

Equal Opportunity

OCP is committed to supporting accessibility and diversity
Requests for accommodations can be made at any stage of the recruitment process.
We wish to thank all applicants for their interest in this position.
We will only contact those whose skills, knowledge, and experience most closely match the requirements of the position.