ADMINISTRATIVE PROCESSES SPECIALIST

3 weeks ago

Chisasibi, Canada Cree Board of Health and Social Services of James Bay (CBHSSJB) Full time

SUMMARY OF THE POSITION
Person who analyzes the needs, conceives and applies professional techniques in the field of administrative methods and systems, in order to improve service delivery.

SPECIFIC FUNCTIONS
Under the Director of Corporate Serivces, the APS Alfresco -Records Management is responsible for the governance of electronic and paper files at the CBHSSJB. In collaboration with stakeholders across the organization, the APS Alfresco -Records Management will help develop, implement and maintain CBHSSJB information management policies and procedures, in line with all relevant legal and regulatory frameworks. The APS Alfresco -Records Management will be responsible for managing key collections of content at the CBHSSJB (not including medical archives), ensuring that content is managed according to legal and regulatory requirements, and is organized to support the information finding needs of users. The APS Alfresco -Records Management will be the super user for document and file management tools and will support and train users on those tools. They will work to ensure that the tools continue to support user and business needs at the CBHSSJB.

Information management governance
* Assess the current state of information management policies, procedures and practices and make recommendations based on best practices and relevant laws and standards; * Work with diverse stakeholders to review and update information governance policies and procedures, and classification schemes; * Create and implement a classification plan and conservation calendar; * Apply relevant laws and standards to the management of information collections; * Participate in the definition of change management strategies to help support the implementation of information governance policies, procedures and practices.

Day-to-day information management * Manage collections of documents and files, including filing, naming, categorizing, archiving, and disposing of files based on information management policies and procedures; * Perform periodic audits of collections to make sure they follow all information management policies and procedures; * Collaborate with managers of other information management tools to ensure processes work efficiently and result in good outcomes for the organization.

Managing document and file management tools * Operate documentation and file management systems (including Dillitrust, Alfresco, SharePoint document libraries,
and network file shares); * Act as the super-user for document and file management systems; * Provide training and support for users; * Work with IT and other stakeholders to ensure document and file management systems meet the needs of users and information management legal and regulatory frameworks and best practices; * Work to continuously improve the user experience of documentation and file management systems.

Responsible for communication and training on information management policies, procedures, and tools:

  • Ensure buy-in across the organization;
  • Develop and deliver training to support initial adoption and orientation of new employees;
  • Develop communication strategies to keep the organization informed about changes.

Education: * Bachelor in Administration, Library Science, Information Studies, Knowledge Management or other appropriate academic discipline;* Certificate in Digital information management or Archival Studies is an asset;* Member of the Association des Archivistes du Québec (AAQ) is an asset;* Master's degree in information or library science is an asset.

Experience:

  • A minimum of 3 years of experience in information management or related field;
  • Experience working in a public organization is an asset;
  • Experience in Quebec Health network is an asset.

Knowledge and Abilities:

  • Providing training and support for users;
  • Knowledge and experience working with a variety of documentation management system;
  • Knowledge of the tools in the MS Office 365 suite;
  • Knowledge of laws and regulations governing document management in the public sector;
  • Autonomous, flexible and detail oriented;
  • Strong organization and analytical skills;
  • Excellent interpersonal and teamwork skills;
  • Strong written and verbal communications skills (in both French and English).

Language:

  • Fluent in English and French;
  • Fluency in Cree is an asset.

Additional Information:

  • Willing to travel regularly.

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