Records and Information Management Analyst, Records, Information and Privacy

Records and Information Management Analyst, Records, Information and Privacy

Job Description

Posted Friday, June 7, 2024 at 7:00 AM

Full-time, contract (18 months)

Position summary

Reporting to the director, records, information and privacy, the records and information management (RIM) analyst is responsible for providing expertise and support in the development of the College’s RIM program and delivering the RIM services to the College staff, including administration, coordination, implementation and maintenance of the College’s centralized paper and electronic records management systems; and developing, updating and implementing strategies, policies and procedures for managing corporate records.

Duties and responsibilities

Duties include but are not limited to the following:

• work as a collaborative member of the College’s records, information and privacy team and participate in the overall operations of the records, information and privacy department, and provide guidance and assistance to all College staff on RIM matters
• participate in the review, update and implementation of the College’s records retention and disposition schedule (RRDS)
• develop, update and ensure compliance of the College’s RIM policies and procedures
• oversee and advise on the transfer process in coordination with records administrator
• provide guidance to staff on the records transfer process
• arrange and witness document shredding
• assist with the implementation of legal hold process and resumption of records destruction
• design and deliver RIM awareness and record-keeping training to College staff
• support ongoing digital destruction and content management initiatives, including testing software and generating documentation
• support maintenance of specific digital records management software
• participate in the identification of emerging technologies and trends to manage information assets
• coordinate and publish web-based announcements and other information related to RIM initiatives, programs and updates, and ensure that RIM materials on the College’s intranet or website are current and make necessary changes and updates as required
• establish and maintain effective working relationships with both internal and external contacts
• interpret and communicate complex information to a broad range of audiences to ensure compliance and promote efficiencies
• provide backup support for other team members, who are engaged in related work
• appraise, arrange, and describe College archival records, accession and rehouse archival materials, and provide reference services to College staff, other key audiences or members of the public
• perform such other duties as required by the director, records, information and privacy

Skills and qualifications

Required skills and qualifications include:

• master of archival, library or information studies degree plus a minimum of two years of related experience which may include creation or implementation of records classification and retention schedules, development of records policy, archival appraisal or archival arrangement and description—an equivalent combination of education/training and experience may be considered
• high degree of computer literacy and a demonstrated aptitude for working with a variety of different software packages and systems, particularly EDRMS and Microsoft Office applications
• ability to communicate effectively with a variety of internal/external contacts and the public
• strong problem-solving skills, including ability to research, analyze, interpret and summarize issues
• proficient computer skills to perform word processing, spreadsheet, database, access and retrieval functions
• demonstrated excellent communication skills, including ability to act as the first point of contact, explain RIM policies and procedures, research and provide information on RIM programs and services
• ability to function independently with minimal supervision and as part of a team
• superior organizational and detail-oriented skills to manage projects, coordinate administrative activities, and maintain administrative documentation
• excellent interpersonal skills using tact, diplomacy, and good judgment to deal courteously and effectively with staff and the public
• ability to apply records management principles and practices in the electronic environment and to adapt to a rapidly changing technological environment
• experience related to access and privacy administration, archives administration, and/or records and information management work

The compensation range for this position is $55,706 to $69,632 per year.

The College is committed to our ongoing journey to be a diverse, equitable and inclusive place to work. All interested applicants, regardless of age, family or marital status, physical or mental disability, race, colour, religion, place of origin, and ancestry, Indigenous identity, gender identity or expression, sex, sexual orientation political belief, socio-economic background, criminal conviction or any other characteristic protected by applicable law, are strongly encouraged to apply. Accommodations are available upon request for candidates taking part in the recruitment and selection process.

The College values the strength diversity brings to our workplace, so if you’re excited about a career at the College but your past experience doesn’t align perfectly with the current job postings or you are not ready to apply yet, we encourage you to create an employee profile in the careers portal and our HR team will be able to see your skills and proactively match you with other roles more closely aligned to your experience and skillset.

We thank all applicants for their interest; however, only those selected for interview will be contacted.

The College of Physicians and Surgeons of BC is located on the unceded and traditional territory of the Coast Salish peoples, including the territories of the hən̓q̓əmin̓əm̓ speaking peoples―the xʷməθkʷəy̓əm (Musqueam) and sel̓íl̓witulh (Tsleil-Waututh) Nations, and the Sḵwx̱wú7mesh-ulh Sníchim speaking peoples―the Sḵwx̱wú7mesh (Squamish) Nation.

We acknowledge the rights and title of BC First Nations whose territories span across the province. These territories recognize that laws, governance, and health systems tied to lands and waters have existed here since time immemorial.