Records Management Specialist

at  College of Complementary Health Professionals of BC

Job Title: Records Management Specialist
Department: Strategy & Policy
Status: Full-time; Permanent
Location: Vancouver, BC
Salary: $65,000 to $81,900 CDN yearly

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.

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 new technologies and changes in document management practices.
• A legal background is an asset.
  An individual who meets either the established formal qualifications or the accepted equivalency may be considered equally for this role.

• 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.