Records Associate

Vancouver Island Health Authority; Victoria, Nanaimo; On-site; CAD 58,000 - 77,000; Full time

Job summary

Vancouver Island Health Authority (Island Health) is seeking a Records Associate to support employee data processing across multiple sites. The role emphasizes accuracy, safety, and compliance with collective agreements.

Reporting to the Coordinator, Employee Records, you will handle new hire setups, salary changes, position changes, and terminations, and conduct audits to ensure records are accurate and up to date.

Qualifications

• Diploma in a related Business, Finance, Administration or Human Resources discipline.
• Three (3) years' recent related experience in a similar multi-site, multi-union organization applying public sector collective agreements.
• Experience with HRIS and payroll administration is preferred.

Responsibilities

• Process new employee setup, employee position changes, salary changes and terminations.
• Conduct ongoing audits and generate reports per collective agreements.
• Ensure CRC validity for employees working with children or vulnerable adults.

Skills

HRIS

MS Office

Database

Web apps

Client relations

Written communication

Verbal communication

Problem solving

Team work

Multi-site experience

Education

Diploma in Business/Finance/Administration or HR

Tools

HRIS

MS Office

Database

Web-based applications

Job description

Work Area (FBA Only)

Multi-Site

No

Travel Requirement

Shift Start Time/End Time

0700-1500, 0800-1600

Days Off

Vacancy Type

Temp FT

Salary Range (Hourly Rate)

$30.00 - $39.37

Paid FTE

1.0

Worked BI-WEEKLY HOURS

75

Planned Start Date

Oct. 19 2026

Approximate End Date (For Temporary Assignments ONLY)

Apr. 20 2028

Pending Return of Incumbent

Yes

CRC required? (employee will be working with or have access to children or vulnerable adults and requires a Criminal Record Check)

No

Job Description

In accordance with the Vision, Purpose, and Values, and strategic direction of Island Health (Vancouver Island Health Authority), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Coordinator, Employee Records, the Records Associate is responsible for processing a variety of transactions such as processing new employee set up, employee position changes, salary changes and terminations of employment. Conducts on-going audits and produces associated reports according to the applicable collective agreements or the Terms and Conditions of Employment for Non-Contract Employees.

The Associate works with the Ministry of Public Safety and Solicitor General and Recruitment to ensure employees working with children or vulnerable adults have a criminal record check (CRC) that is valid upon hire and every 5 years thereafter.

QUALIFICATIONS:

Education, Training And Experience

A level of education, training and experience equivalent to a Diploma in a related Business, Finance, Administration or Human Resources discipline and three (3) years' recent related experience in a similar multi-site, multi-union organization applying public sector collective agreements.

Skills And Abilities

• Strong computer and keyboarding skills and extensive knowledge of the following applications:
• HRIS (Human Resource Information System)
• MS Office
• Database and Web based applications
• Excellent client relation skills including good written and verbal communication skills, and solution seeking approaches to problem solving
• Ability to analyze and find solutions to HRIS issues in a large, fast-paced multi-union environment
• Ability to work successfully within team environment
• Physical ability to carry out the duties of the position

The salary range for this position is $58,494 (min) to $73,117 (midpoint) to $76,773 (max) per annum (based on 1 FTE). Salary placement is between min and midpoint, based on experience, qualifications, and internal equity.