Description
SUMMARY OF THE POSITION
Person responsible for the day-to-day operations of a library based on the institution's needs. They analyze the needs of the community and ensure the quality and proper functioning of the services offered.
They recommend the purchase of written and audiovisual documents, as well as printed and electronic resources.
They provide advice and support to users and staff, assisting them with their research. They may participate in or offer various training activities on the services offered.
SPECIFIC FUNCTIONS
Reporting to the Director of Corporate Services, the Librarian is responsible for the governance and management of electronic and paper records across the CBHSSJB. Working collaboratively with stakeholders throughout the organization, the Librarian develops, implements, and maintains document and records management policies, procedures, and practices in compliance with applicable legal, regulatory, and organizational requirements. The Librarian oversees key corporate content collections (excluding medical archives, the intranet document centre, and images managed through the digital asset management system), ensuring information is appropriately organized, retained, secured, and accessible to meet the operational and information needs of users. The Librarian also serves as the subject matter expert and super user for document and records management systems, providing guidance, training, and ongoing support to staff to promote effective information management practices across the organization.
Day-to-day information management
• Manage collections of documents and files, including filing, naming, categorizing, archiving, and disposing of files based on document management policies and procedures.
• Perform periodic audits of collections to make sure they follow all document management policies and procedures.
• Collaborate with managers of other document management tools to ensure consistency and efficiency across the organization.
Document management governance
• Participate in the development of rules for the management, conservation, and archiving of documents.
• Manage the implementation of the classification plan and conservation schedule.
• Apply standards and regulations related to document management (Act to modernize legislative provisions regarding the protection of personal information, copyright, confidentiality, etc.).
• Participate in committees or working groups on information governance.
• Keep knowledge up to date - conduct information monitoring on developments and best practices in governance and operations related to document management.
• Collaborate with managers of other content management tools (e.g., intranet, website, digital asset management system, etc.) to ensure consistency and process continuity.
• Work with diverse stakeholders to maintain information governance policies and procedures, and classification schemes.
• Participate in the definition of change management strategies to help support the implementation of information governance policies, procedures and practices.
Managing document and file management tools
• Operate documentation and file management systems (such as Dillitrust, Alfresco, MS Office 365, 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.
REQUIREMENTS
Education:
• Master's in Information Studies
Experience:
• Minimum of 2 years of relevant work experience.
• Experience working in a public organization.
• Experience in developing classification plans and retention schedules.
• Prior experience in Quebec Health network is an asset.
Knowledge and Abilities:
• Knowledge and experience working with a variety of document management systems.
• Knowledge of the tools in the MS Office 365 suite.
• Knowledge of laws and regulations governing document management in the public sector.
• Thoroughness, excellent analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Autonomy, flexibility and ability to work in collaboration with multidisciplinary teams.
• Ability to work with ambiguity, complexity and in a context of organizational change.
• Excellent interpersonal and teamwork skills;
• Strong written and verbal communications skills.
• Approach focused on the needs of internal partners.
• Ability to manage multiple projects and collaborate with all departments of the organization.
• Organizational skills.
• Initiative, creativity and flexibility.
LANGUAGE
• Fluent in English;
• Fluency in Cree or French is an asset.
