Records and Information Management Analyst

Job description

The Medical Devices segment produces a broad range of innovative products used primarily by health care professionals in the fields of orthopedics, neurovascular, surgery, infection prevention, sports medicine, and aesthetics.

We are providing our clients with the most innovative and comprehensive orthopedic and neurological portfolio in the world, offering inspired solutions that go beyond quality implants and include services, education, instruments, and emerging technologies. In the surgical area we continue to dedicate to Shaping the Future of Surgery and building on our commitment to help address the world's most pressing health care issues, and improve and save more lives. Through the Medical Devices we deliver innovation to make a life-changing impact.

Records and Information Management Analyst

Poland and the Baltics
Location: Warsaw, Poland
Contract: permanent

Records and Information Management (RIM) analyst is responsible for the implementation and maintenance of the RIM program for the Janssen, J&J Consumer and J&J Medical Devices companies in Poland and J&J Medical Devices in the Baltics.

The function ensures that all aspects of the Records and Information Management program are in place and maintained. This includes key processes like archiving, vital records protection and training.

The function is also involved in projects that require RIM SME input e.g. decommissioning and retirement activities.

Main responsibilities:

SOP
· Issue local procedures and work instructions describing local processes and actions required to implement the RIM program (local specificities).

Records Retention Schedules/ Enterprise Retention Schedule
· Maintain local retention schedules in alignment with the ERS.
· Harmonize retention schedules across companies, wherever possible.

Vital Records Protection
· Identify vital records and their recovery level in collaboration with Records Coordinators.
· Ensure the protection of vital documents.

Archiving
· Deploy solutions for inactive records in collaboration with the off-site storage vendor. This includes a standard process for paper archives and possible ad hoc projects to digitize archives.
· Manage relations with the off-site storage vendor through regular meetings.
· Maintain access rights to the archiving database and ensure all current users are trained.
· Organize the destruction process of records that have met their retention period with the vendor after getting business approval.

Training
· Annually train employees and partners on the RIM program & best practices, and track completion.
· Train new employees and partners.
· Train new Records Coordinators on their standard responsibilities and on any new processes e.g. ERS, Data Management, Departing associates.

Compliance Assessments
· Conduct Risk Assessments in order to define high risk departments.
· Conduct Compliance Assessments for selected high risk departments: define and prepare the questionnaire, interview Records Coordinators, prepare reports, define and follow up on Corrective Actions, if applicable.

Audits
· Participate in internal and external audits and inspections

Legal Hold Notices
· Review Legal Hold Notices distributed by the J&J Law Department or the local Legal Department.
· Make sure that related records are not destroyed or removed by employees or partners but are correctly kept with adequate protection.

Management of Electronic Data
· Participate in Servers/Database Decommissioning activities.
· Participate as the RIM SME in the review of SDLC documents like Compliance Analyses and Retirement Plans.
· Participate in projects related to the management of data residing in applications.

Desired profile

Qualifications :

Qualifications:
·  strong interest in Records Management
·  self-starter with a hands-on mentality
·  able to work accurately while valuing compliance (policies and procedures)
·  result-oriented and have a sense of priorities
·  ability to work on multiple simultaneous tasks with limited supervision
·  ability to persist, to deal with resistance to change
·  organized with excellent planning, scheduling and organizational skills
·  strong analytical and problem-solving skills
·  customer oriented and a team-player
·  Bachelor Degree or equivalent through experience
·  strong written and verbal communication skills in English

We Offer:
·  An opportunity to be part of a global market leader.
·  A dynamic and inspiring working environment.
·  Many opportunities to work on challenging projects and assignments.
·  Possibilities for further personal as well as professional development.
·  Many employee benefits.

If you are interested please send your CV and application documents in English.