Data and Records Co-ordinator

Division: Emergency Services
Department: Community Safety
Initial Reporting Location: Lionel E. Lalonde Centre

Job Status: Permanent position
Number of Vacancies: 1
Affiliation: Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range/Rate of Pay: Group 8 $26.40 to $30.64 per hour (subject to review)

The start date will follow the selection process.

This position is not eligible to work remotely.

Characteristic Duties: Under the general supervision of the Deputy Chief of Emergency Services.

1. Coordinate and maintain the human resources inventory in accordance with the Ministry of Health Regulatory Accountability Branch (MOH-EHRAB) standards to ensure legislative compliance.
2. Manage and maintain credentials management software. Run reports to ensure compliance. Notify employees and management of any outstanding qualifications and/or expiry dates.
3. Assist Emergency Services with issuing and tracking communications, and new or amended policies and procedures with divisional staff.
4. Maintain an effective filing and information retrieval system of administrative records and files (policy and procedure manual, Fact Sheet, HRI, etc.).
5. Collect paramedic shift documentation. File, record, and distribute according to established procedures.
6. Prepare, track, and report on release of documentation in accordance with policy and legislation.
7. Receive payment, issue receipts, and prepare deposits for fees collected to release documentation.
8. Prepare a cover letter to accompany all documentation and refer to the appropriate person for authorization.
9. Receive, record, and file subpoenas, and retrieve appropriate background material in accordance with established procedures.
10. Prepare New Hire and Termination Checklists for completion by functional managers.
11. Maintain database and spreadsheets for divisional staff information such as annual performance appraisals and absence from clinical practice. Issue and track access cards, AVL fobs, etc.
12. Assist in the Service Review process conducted by the MOH-EHRAB.
13. Support the EOC on a 24-hour basis, as required, in the event of a declared emergency or disaster.
14. Assist the Deputy Chief of Paramedic Services in organizing seminars, training programs, special events, and research projects.
15. Assist in maintaining the Paramedic Services Division website content on an ongoing basis.
16. Liaise with divisional staff and other agencies relating to quality assurance projects of the division.
17. Coordinate data development functions for Paramedic Services by maintaining incoming and outgoing files using various computerized tracking and enquiry systems. Generate computer reports.
18. Run reports from various sources, including databases and web applications, at the request of the management of Paramedic Services. Verify the information contained within the report and distribute as needed.
19. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable provincial legislation listed therein.
20. Perform other related duties as required.

Qualifications:

• College diploma in a related discipline (i.e., Business Administration, Medical Legal Secretary).
• Additional courses in at least one (1) of the following software programs; Access, Excel.
• Over one (1) year and up to and including two and one half (2½) years of related experience.
• Ability to proficiently work with computer software and administrative systems in a Windows environment (e.g., Outlook, Excel, Word, Planner, PowerPoint, Visio, MS Teams, SharePoint) with a willingness to learn and work with new software/systems.
• Knowledge of applicable legislation and related regulations (e.g., Ambulance Act, Personal Health Information Protection Act).
• Excellent data coordination skills, numeric sense, organizational skills, and time management.
• Ability to work effectively with the external stakeholders, professional, and managerial staff.
• Must be well organized and use time effectively and be able to perform within tight deadlines set by outside sources.
• Excellent use of English; verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance, and former employment history.
• Must be physically capable of operating a vehicle safely, possess a valid driver's licence, have an acceptable driving record, and personal insurance coverage.