Job Title: Scanning Assistant

Team: Information Management

Reports to: Manager, Information Management

Job Level: 2

I. JOB PURPOSE

Responsible for scanning, indexing and storing incoming paper documents, to be accessed by users in a centralized electronic folder. Retain documents based on document type and retention schedules.

II. KEY RESPONSIBILITIES

- Completes scanning functions such as sorting and preparing incoming documents, confirming document authenticity, scanning, indexing, image quality assurance, and verifications.
- Stores electronic images to appropriate folder in centralized electronic archive; records tracking information associated with hard copy documents in a database after scanning.
- Performs a full test for searchability and accessibility to ensure the scanned documents can be located and retrieved by the appropriate users.
- Performs routine records retention and purging activities.
- Performs basic troubleshooting/maintenance and cleaning of scanners/imaging equipment; escalates more complicated repair of equipment or troubleshooting jobs to external vendors and resources, as appropriate.

III. REQUIRED QUALIFICATIONS

Education and Experience

- Minimum one year related experience in an office services support environment.

Organizational Competencies Consistently demonstrate CNO’s Organizational Competencies:

- Innovation – Curiously cultivate recent ideas with a desire to learn and a collective focus on the best outcome.
- Integrity – Conduct every interaction with fairness, honesty, and mutual respect.
- Collaboration – Work with the right people at the right time to make the best-informed decision.
- Well-being – Care for the physical, mental,



spiritual, and emotional needs of ourselves and others.

Job Competencies, Knowledge, Skills

- Communication – Shares information with the right people in a timely manner such as conveying scanner equipment malfunction to the external vendor, describing details of the problem; communicates messages clearly and concisely; confirms own understanding of the information being shared by the vendor.
- Adaptability – Demonstrates flexibility by responding in a timely manner to everyday changes as they occur such as occasional interruptions from the scanning function to respond to inquiries or when basic troubleshooting is required to resolve issues with the scanner.
- Analytical and Critical Thinking – Follows standard procedures for scanning, confirming authenticity, indexing, and storing documents to ensure documents are searchable and accessible; performs necessary tests so they can be retrieved by appropriate users.
- Attention to Detail – Meticulous attention to detail when sorting mail, verifying documents, operating the scanner and indexing documents; checks own work and the work of others as needed for quality and accuracy; develops methods for organizing and tracking information or tasks.
- Problem Solving – Analyzes problem to identify the key issue,



identifies options and recommends solutions such as performing basic troubleshooting to resolve scanner issues or when scanned image cannot be located, need to check if the scanning process and test for searchability and accessibility were followed.
- Working knowledge of MS Office, including Outlook, Word and Excel.

Hiring Range: $61,157.00 - $65,583.00

Full Salary Range

$61,157.00 - $70,330.00

Applications must be submitted by 11:59 p.m. the day before the closing date.

To be considered, applications must be submitted through CNO’s recruitment portal, Workday. Unfortunately, CNO is unable to process applications received through other channels.

Our DEI Commitment The College of Nurses of Ontario protects the public by promoting safe nursing practice. We strive to be diverse, inclusive, fair, equitable and accessible by addressing barriers and promoting dignity and respect for all. If you require Code-protected accommodation at any time during the recruitment process, please contact [email protected] citing “Request for Accommodation” in the subject line.

Land Acknowledgement The College of Nurses of Ontario (CNO) operates on the traditional, ancestral and unceded territories of many Indigenous communities across Ontario which continue to be home to Indigenous peoples. CNO’s office is in Toronto, on land that is the traditional territory of many nations including the Mississaugas of the Credit, the Anishnabeg, the Chippewa, the Haudenosaunee and the Wendat peoples.

Our hiring process may use artificial intelligence (AI) tools to assist in screening applications.

📌 Scanning Assistant (Toronto)
🏢 College of Nurses of Ontario
📍 Toronto