Records Management Specialist

3 weeks ago

Vancouver, Canada College of Complementary Health Professionals of BC Full time

**Who We Are**

The College of Complementary Health Professionals of BC (CCHPBC, or the College) is located on the traditional, ancestral, and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. The College regulates over 10,000 health professionals across British Columbia., including chiropractors, massage therapists, naturopathic physicians, and traditional Chinese medicine practitioners and acupuncturists.

Formed on June 28, 2024, through the amalgamation of four provincial health profession regulators, the College was established as part of the Ministry of Health’s initiative to modernize the health profession regulatory framework in B.C. Its primary role is to protect public health and safety by licensing and regulating health professionals and the settings in which they practice. This includes ensuring that every health professional within its purview is fully qualified to provide safe and ethical care.

**About This Employment Opportunity**
At the College of Complementary Health Professionals of BC, we believe that efficient information management is the backbone of any successful organization. We pride ourselves on fostering a dynamic and innovative environment where every team member plays a crucial role in our mission. If you’re passionate about organization, an amazing multi-tasker, detail oriented and eager to contribute to a contribute to a collaborative team, we want to hear from you

Reporting to the Executive Director, Strategy & Policy, and working closely with CCHPBC team members, stakeholders, and contractors, the Records Management Specialist will be responsible for developing and implementing strategies to manage and optimize physical and electronic records across multiple systems. This role ensures the accurate and secure handling of documents throughout their life cycle, from creation and classification to storage, retrieval, and archiving. The role also oversees document security by administering access controls and maintaining system integrity. Your expertise will help us maintain compliance, improve workflows and support informed decision making. This is an ideal role for a resourceful and solutions-centric professional with excellent organizational and problem-solving skills.

It is essential for all College staff to contribute to a team approach with a focus on public protection, and delivery of efficient services that align with and allow the College to meet its regulatory, strategic, and operational goals.

**Duties and Responsibilities**
- Develop and implement strategies for integrating four document management systems, utilizing best practices.
- Manage physical and electronic records throughout their life cycle in alignment with the developed strategy.
- Create and maintain record or content classification taxonomies to facilitate information capture, search, and retrieval.
- Oversee security measures for document processing, reproduction, distribution, storage, and archiving.
- Propose recommendations to enhance content management system capabilities.
- Develop, document, and maintain best practices for the use of the document management system.
- Provide consultation to end users regarding issues accessing electronic content.
- Monitor regulatory changes to ensure compliance with records and document management laws.
- Conduct regular audits to ensure compliance with legal and regulatory requirements.
- Prepare support documentation and training materials for end users of the records management system.
- Document and record changes to official documents accurately.
- Create standardized documentation tools and methods for consistency.
- Administer system access rights and revision control to ensure security and integrity of master documents.
- Develop or configure document management system features, including user interfaces, access profiles, and document workflow procedures.

**Qualifications and Skills**
- Bachelor’s degree in information management, Library Science, Business Administration, or a related field
- Specialized courses in records management.
- A minimum of 3 years' experience in records management, information governance, or a related field.
- Strong understanding of records management software and systems, as well as basic IT skills.
- Ability to accurately manage large volumes of documents without errors.
- Skill in creating a records management system by categorizing, indexing, and archiving documents in a logical and efficient manner.
- Ability to write clear policies related to records management.
- Excellent communication skills for consultation and training of end users.
- Competence in analyzing document processes and implementing improvements.
- Understanding of legal, regulatory, and industry-specific document management requirements, including confidentiality, security, and auditing for compliance.
- Familiarity with privacy legislation
- Flexibility to adapt to ne

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