Documentalist Officer

Description

Summary: VHIR is seeking a motivated professional to join the Quality, Process and Document Management Unit, contributing to a Document Management System and Digital Transformation. Highlights: 1. Opportunity to take part in VHIR’s Digital Transformation Plan 2. Collaborate closely with multiple areas across the organisation 3. Dynamic scientific environment of excellence VHIR is seeking a highly motivated professional to join the **Quality, Process and Document Management Unit.** The successful candidate will contribute to the development and implementation of a **Document Management System** across the organisation and will be responsible for ensuring the proper functioning of VHIR’s Archive facility. This role offers an exciting opportunity to take part in VHIR’s Digital Transformation Plan and to collaborate closely with multiple areas across the organisation. ##### **Main responsibilities and duties:** * **Document organisation, classification and control:** Design and maintain systems to structure and classify information; coordinate activities related to document creation, reception, storage, access and preservation; and develop the documentation defining the principles and procedures of the Document Management System. * **VHIR Archive management:** Ensure proper management of the archive facility, including storage, preservation and retrieval of documentation; optimise physical storage systems and space allocation; guarantee appropriate maintenance conditions; and coordinate with external archive service providers when necessary. * **Digitisation \& Digital Transformation:** Develop and optimise document management systems (DMS); design document workflows, automate processes and integrate document flows with institutional operations. * **Information governance, security and compliance:** Ensure data confidentiality and integrity; define and manage access controls and user permissions; support compliance with applicable laws, standards and internal policies (including retention and disposal); and promote knowledge sharing across departments. * **User support \& training:** Develop user guides and documentation standards; and provide training on best practices in document management. * **Other documentation\-related projects:** Contribute to organisational initiatives such as ENS/ISO 27001 implementation, digital laboratory notebooks or archive digitalisation. ##### **Education and qualifications:** ###### **Required:** * Diploma or Bachelor’s Degree in Information and Documentation Management or a related field. * Professional proficiency in Catalan, Spanish and English. ###### **Desirable:** * Knowledge of ISO 15489 (Information and documentation – Records management). * Additional training in ISO 30301 (Document Management) and ISO 9001 (Quality Management). * Knowledge of information security frameworks such as the Spanish National Security Framework (Esquema Nacional de Seguridad, RD 311/2022\) and ISO 27001\. ##### **Experience and knowledge:** ###### **Required:** * At least 2 years of experience working with document/content management systems (e.g. Alfresco, SharePoint, Documentum). * Strong organisational skills, proactive mindset, analytical thinking and attention to detail. * Ability to work both independently and collaboratively across the organisation. * Good communication skills. ###### **Desirable:** * Previous experience in the healthcare or research sector. **Labour conditions:** * **Working hours**: Full\-time (37,5 hours per week). * **Starting date**: As soon as possible. * **Gross annual salary**: Remuneration will be determined by experience, skills and responsibilities and aligned with the Collective Agreement pay scale. * **Contract type**: Permanent contract. ##### **What can we offer?** * **Incorporation into the Vall d’Hebron Research Institute (VHIR)**, a public sector institution that promotes and develops biomedical research, innovation and teaching at Vall d’Hebron University Hospital (HUVH), **the largest hospital in Barcelona and the largest within the Catalan Institute of Health (ICS)**. * **A dynamic scientific environment of excellence**, where cutting\-edge biomedical projects are continuously developed. * **Continuous learning and career development pathways**. * **Flexible working hours**. * **23 days of annual leave plus 9 personal days**. * **Flexible remuneration programme**, including meal vouchers, health insurance, transport and more. * **Corporate benefits platform**, offering significant discounts on travel, culture, technology, gastronomy, sports and more. * **Healthy offering– “Feel Good, Feel VHIR”**: VHIR’s wellbeing programme offers a variety of activities to help staff thrive—physically, mentally, and socially. Through four pillars—Feel Well, Feel Connected, Feel Empowered, Feel Welcomed—it fosters health, growth, and community. * **International mobility support (Welcome Services)**: we aim to make your arrival in Barcelona smooth and pleasant by providing city information, guidance on required procedures, access to the International Welcome Desk, family support and assistance with finding accommodation. **Deadline to apply: 12\-05\-2025** ##### **How We Hire:** ***Pre\-selection:*** *Candidates are shortlisted based on their skills, qualifications, and relevant experience as outlined in their CVs.* ***Interviews:*** *Meetings may be held with Talent Acquisition and/or the hiring manager.* ***Practical assessment:*** *Depending on the role, candidates may complete a case study, technical task, presentation, or written exercise, on\-site or remotely.* ***Checks:*** *Education, references, and other job\-related verifications may be carried out.* ***Job offer:*** *The selected candidate receives a formal job offer upon successful completion of the process.* *VHIR embraces Equality and Diversity. As reflected in our values we work toward ensuring inclusion and equal opportunity in recruitment, hiring, training, and management for all staff within the organization, regardless of gender, civil status, family status, sexual orientation, gender identity and expression, religion, age, functional diversity or ethnicity.* *Information on Personal Data Protection:* *Data Controller: Fundació Hospital Universitari Vall d’Hebron Institut de Recerca \-VHIR\-. Purpose: Personnel selection. Legal Basis: Your consent. Data retention period: One year. If you are selected, as long as the employment relationship is in force and legal responsibilities may arise. Data sharing: Does not occur, except for communications necessary to fulfill the purpose and those required by law to public and private bodies. Rights: You can access, rectify, delete, object to, and limit the processing of data, as well as request data portability where applicable, by contacting* *lopd@vhir.org**. DPO:* *dpd@ticsalutsocial.cat**. More information can be found* *here**.* *Data Protection Authority:* *APDCAT*