Document Management Administrator

4 weeks ago

Ottawa, Canada Canadian Blood Services Full time

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**Job category**: Quality and regulatory affairs
**Job posting ID**: 5628

**Employment status**:Regular full-time
**Position's anticipated start date**: 2024-04-22

**Classification**:PTS/MGT/IT B
**Salary/Rate of pay**:$55,000 - $64,000

**Application deadline**: 2024-03-22
**Application requirements**:

- Your up-to-date resume.
- We recommend you save a copy of the job posting for reference throughout the recruitment process.

**Together, we can make all the difference in the lives of others.**

Be part of a dynamic, collaborative and caring organization committed to saving and improving lives. Thousands of patients depend on us every day for reliable access to safe blood, plasma, stem cells and organs and tissues.

If you are looking for a rewarding experience with a values and mission-driven team, join Canada’s Lifeline and make a meaningful difference.
- We acknowledge that the work of Canadian Blood Services spans many Territories and Treaty areas across the country, and we are grateful for the Traditional Knowledge Keepers and Elders who have guided us in this important work. We recognize the land and waters that have inspired our work and offer gratitude to those Indigenous peoples on whose territory we work, live and play._

**About the role**
Canadian Blood Services is looking for a **Regular Full-time Document Management Administrator **to join our dynamic **Quality Assurance** team.

The **Quality Assurance **team is accountable for the systematic efforts taken to assure that all Canadian Blood Services’ products and services delivered to the customer meets expectations of the customer.

As the Document Management Administrator, you will report to the Supervisor, Document Management. Your responsibilities include supporting the document management process by providing client groups with guidance and assistance in formatting, updating document management records in ETQ Reliance in the Awaiting Release, Ready for Printing, and Approved phases. Additionally, you will perform Document Control activities to ensure compliance with established processes and project timelines.

In your role, you will support the control and hard copy master distribution of all national controlled documents, such as Management Process Procedures (MPPs), Quality Management Procedures (QMPs), Quality Management System Procedures (QMS), Work Instructions, Manuals, Guides, Forms, Labels, and Information Bulletins. You will also be responsible for maintaining hard copy original and corresponding electronic files and records of corporate and board policies on behalf of the EMT and the Board.

As the Document Management Administrator, you will manage service requests for control, distribution, status clarification, rescind, and archival. Work closely with document owners and project managers to ensure your requests are actioned in accordance with defined procedures, and prioritize and coordinate work to meet required timelines. Additionally, you will take the lead in investigations, answer inquiries, perform analysis, and resolve conflicts as needed in your role.

**Formula for success**
- Drawing on your skills in MS Word, you will provide and perform expertise for controlled documents according to established processes.
- Employing your proficiency in the QMS Document Management Process, you will support assigned projects and other related activities for client groups. This involves moving impacted documents through the document development and implementation processes in accordance with corporate quality standards, policies, procedures, and regulatory requirements.
- Utilizing your capabilities in processing service requests, you will act and coordinate work in response to service requests for national controlled documents. Work closely with document owners and project managers to ensure requests comply with applicable document management procedures. Prioritize and coordinate work to meet required timelines.
- Leveraging your skills in customer support, you will respond to customer inquiries and provide ongoing support and guidance to client groups. Communicate best practices, document formatting, translation, and EtQ process flow.

**Desired education and skills**
- Post-secondary level education in a relevant discipline from a recognized academic institute, preferably in document or records management, with some courses dedicated to electronic documents and records.
- Minimum of 5 years of related experience in document or records control/management, with a minimum of 2 years’ experience related to the document management process at Canadian Blood Services. Previous experience in pharmaceutical, device or biologic manufacturing under GMP is an asset.
- Proven experience in spreadsheet management and data analysis, as well as project management and customer service experience.
- Ability to prioritize work and manage multiple simultaneous service requests/projects often with critical time constrain

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