Records Administrator, Records, Information and Privacy

Full-time, permanent

Position summary

Reporting to the director, records, information & privacy the records administrator is responsible for maintaining the corporate central filing operations, both on-site and off-site, and supporting the administrative needs including the electronic document and records management system (EDRMS) of the Records, Information and Privacy team.

The records administrator is also responsible for the timely retrieval and return of files and boxes to archival and inactive records storage.

This full-time position can work from home up to two days per week if desired.

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
• sort, classify and file records generated and received by staff throughout the College for integration into the file system. Filing documents may be completed in either an electronic or paper-based system
• provide administrative support concerned with RIM strategies and compliance with applicable legislative requirements and College’s RIM policies and procedures
• work with the records team members and other College departments to coordinate, process and facilitate the transfer of records to off-site storage, including preparation and verification of boxes of records
• prepare destruction forms for eligible content
• maintain central registrant files in accordance with established records management procedures
• update registrant index list on a regular basis
• provide College staff with general assistance and information on the use of the main file room and established records management procedures, including file organization, maintenance and retrieval, and the use of file-out folders
• retrieve and refile archival records as requested by staff
• coordinate the semi-active or inactive records storage and ensure the timely retrieval and return of the files and boxes to inactive records storage
• update document tracking systems accordingly, including off-site retrievals, physical holdings and vendor transactions
• liaise with departments on quality control of file listings and inactive storage materials
• ensure that records are complete and secured
• process requests from registrants and patients for medical records that are in the custody of the College
• maintain inventories of records and archival supplies
• provide reference services to staff on records management and archival inquiries
• validate and reconcile vendor work orders and invoices
• support the records management specialist and records management analyst with the maintenance of the EDRMS including digitization efforts
• support workflows related to legal holds
• ensure all records practices adhere to College standards and policies
• perform such other duties as required by the director, records, information and privacy

Skills and qualifications

Required skills and qualifications include:

• completion of grade 12, supplemented by diploma or certificate in Records Management, Information management, or Library Technician program

• knowledge, expertise and cumulative experience working in areas of file management, reference and retrieval services in an office environment
• ability to exercise tact and discretion when handling sensitive and confidential information
• ability to maintain attention to detail, prioritize and complete tasks in a timely manner with minimal supervision
• effective organizational, verbal and written communication skills
• ability to work independently and to work well with others as part of a team
• strong working knowledge and experience using Microsoft Word, Excel, Outlook and Teams
• must be able to perform physical tasks such as standing for long periods of time and lifting boxes up to 25 pounds 

The compensation range for this position is $46,421 to $58,026 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. 

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.

How To Apply