Records, Information and Privacy Assistant
Job No:
CPSBC108
Location:
Vancouver, BC
(Temporary – 12-month contract)
POSITION SUMMARY
Reporting to the director, records, information and privacy, the records, information and privacy assistant is responsible for providing clerical and administrative support duties in managing the College’s central records, and processing requests received under the BC Freedom of Information and Protection of Privacy Act (FOIPPA).
DUTIES AND RESPONSIBILITIES
Duties include but are not limited to the following:
Processing FOIPPA requests
- open and request files
- identify and photocopy records which fall within the scope of records requested
- prepare the records for review and listings of severed and withheld records
- send out form letters
- respond to inquiries of a general nature
- verify authority for release of confidential information
- prepare disclosure packages pursuant to the final decision
- maintain related records and statistics
- draft letters and correspondence
- review requested records to redact protected information
- manage case files and timelines for responding to requests
- maintain a bring-forward system and ensure third party response deadlines and statutory deadlines are met
- assess the sensitivity of requests and alert supervisor of possible contentious issues
Records management
- provide operational support to the director in maintaining on-site and off-site records storage facilities
- coordinate the transfer, retrieval and destruction of records according to departmental guidelines
- initiate records transfers and implement records retention and disposition schedules
- prepare manual indexes or processes additions, changes or deletions to computerized record systems
- prepare a variety of memos, listings, labels, indexes, cards
- assist and advise users on the use and maintenance of the file system and use of record management related forms
- explain and interpret rules, regulations and general policy with regard to records management
- ensure that records are complete, fully cross-indexed and secured
- review and process requests for retrieval of semi-active and archival records stored in central areas and/or off-site storage facilities
- maintain related records and statistics
- verify content of boxes of records against listings prior to transferring to inactive storage or for destruction
- arrange for witness shredding of records destruction
- process patient medical records that are in custody of the College
- respond to emails or telephone enquiries from patients, physicians’ offices, law firms, and other organizations
- accession into the College’s archives, records of long-term historical value
General
- assist in the preparation of information, procedures and training materials related to access to information and protection of privacy
- backup support for records clerk
- schedule meetings/book travel arrangements and registration of conferences for director
- coordinate freedom of information training sessions
- create and update procedure manuals
- perform other related duties and/or special projects as assigned
SKILLS AND QUALIFICATIONS
Required skills and qualifications include:
- bachelor’s degree is preferred or the equivalent in experience and qualifications
- experience working in areas of records management, reference and information retrieval services is an asset
- ability to work under pressure and meet deadlines
- ability to exercise tact and discretion when handling sensitive and confidential information
- self-starter
- ability to maintain attention to detail, prioritize and complete tasks in a timely manner with little supervision
- effective organizational and 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, and Access, and keyboarding skills of at least 45 words per minute
- must be able to perform physical tasks, such as standing for long periods of time and lifting boxes up to 40 lbs
The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.
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How To Apply
All applications for this position must be submitted online via this page
Please read through all of the questions; you may wish to prepare your responses in a Word document before you start filling out the fields below.
To begin the application process, complete the questions below. You will have the opportunity to attach your resume and other documents on the next page. Note: You must submit your resume online. Ensure you have your resume ready to attach.
We thank all applicants for their interest; however, only those selected for interview will be contacted.