Document Management Advisor

Urgences-santé, with nearly 1700 employees, 1000 paramedics, and over 270,000 interventions per year, is a leading pre-hospital emergency organization serving 2.5 million inhabitants in the territories of Montreal and Laval. Joining Urgences-santé means becoming part of a mobilized organization, focused on quality, safety, and innovation, and being a key player in one of the largest pre-hospital emergency organizations, handling more than 40% of all emergency calls in Quebec. Moreover, Urgences-santé is a leader in pre-hospital emergency research, currently conducting around twenty collaborative studies.

Job Title: Document Management Advisor
Type: Permanent
Location: Head Office - Saint-Léonard

Job Summary

Reporting to the Deputy Director, the person in this position is responsible for the documentary reference center, providing professional service in document management, including conservation, protection, archives, and internal library, in electronic or paper format. This involves advising, ensuring follow-up, or supporting various stakeholders in one or more programs or projects. The person conducts the necessary research activities to identify and evaluate resources and needs related to the nature of their functions. They design and propose development plans and programs to ensure adequate planning of the services their function responds to. The Document Management Advisor provides advice regarding the implementation or improvement of programs and/or services. They participate in various information and teaching activities to promote and ensure the establishment and maintenance of good practices in document management at Urgences-santé.

Roles and Responsibilities

Document Management and Archives

• Ensure the process of conservation and document protection in general, and the establishment and maintenance of good practices internally.
• Draft projects for policies and procedures, ensuring their continuous update and coordinating their application within the Corporation.
• Ensure compliance with the document management process, including semi-active and inactive documents, application of the classification plan and conservation schedule, supervise document transfers, validate transfer forms, organize deposits of paper and electronic documents, and coordinate document destruction activities.
• Recommend conservation deadlines for each series of documents, obtain any legal advice if necessary, as well as required approvals from the Archives nationales du Québec.
• Develop a digitization plan, oversee document preparation for digitization, and verify digitized documents.
• Collaborate with the information resources management department to ensure information is sustainable, reliable, and traceable throughout the document lifecycle.
• Provide advisory role to departments and services to develop good practices in digital document management and optimize processes accordingly.
• Monitor and make recommendations regarding the selection, acquisition, processing, preservation, dissemination, accessibility, research, location, and destruction of documents in accordance with best practices and archival laws and regulations, as well as the conservation schedule.
• Carry out the description and processing of archival funds in compliance with applicable standards.
• Verify the compliance of boxes, arrange and classify boxes according to assigned location addresses based on the established system.
• Collect, process, and keep up-to-date all data and statistics necessary for the job.
• Participate in internal or external working groups for projects requiring their expertise.
• Collaborate in the implementation and supervise the use of information systems related to their sector.
• Contribute to creating content and disseminating training programs for Corporation members.

Library Management

• Acquire documentation according to approved methods and criteria and make recommendations for document acquisition.
• Process documentation according to library standards.
• Disseminate information about documents using appropriate means.
• Conduct document and bibliographic research as needed.
• Develop library services and document resources in line with Corporation development and corporate guidelines proactively.
• Develop and update required work tools: thesaurus; criteria, rules, and regulations; files and settings of library management software, lists and directories dedicated to users; procedural and technical guides, etc.
• Ensure compliance with copyright law and legal deposit obligations.
• Participate in relevant professional activities (associations).

Job Requirements

Education

• University degree in archival science or information management or a college diploma (DEC) with a specialization in library or documentation techniques from a school recognized by the Ministry of Education and Higher Education.

Professional Experience

• Minimum of three (3) years of experience in integrated management of electronic and paper documents and in a library.
• Experience in a virtual library (an asset).
• Experience in the health and social services network (an asset).

Skills

• Mastery of Microsoft Office 365, including document management on SharePoint.
• Good knowledge of the Archives Act as well as laws regarding the protection of personal information and access to information.
• Knowledge of library management software (e.g., Kentika).
• Proven skills with new technologies.
• Fluent verbal communication in French, as well as excellent writing skills.
• Demonstrate interpersonal flexibility, openness, and courtesy.
• Collaboration skills.
• Demonstrate judgment and rigor.
• Demonstrate a very high level of organization and autonomy.

Professional Affiliation (if applicable): Association des archivistes du Québec (an asset)

Working Conditions and Remuneration

• 35-hour workweek.
• Contribution to the Retirement Plan for Employees of the Government and Public Agencies (RREGOP).
• Life, health, and salary insurance plans.
• 13 paid holidays and 9.6 sick days per year.
• 20 vacation days after one year worked in the reference period.
• Employee and Family Assistance Program.
• Remuneration: up to $87,574 based on experience.