| Privacy and Information Management Coordinator (12 months)
Company Bio
Legal Aid Ontario employees are committed to making a difference in the lives of our clients.
As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It’s an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.
If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.
Primary function
The Privacy and Information Management Office (PIMO) is a unit within the General Counsel Office (GCO) of Legal Aid Ontario (LAO). Reporting to the Manager of PIMO, the Records Management Specialist will assist the Coordinator in managing the day-to-day activities of LAO’s records and information management program.
Home location: Provincial office
Secondary location: n/a
Reporting to: Manager, Privacy and Information Management Office
This is a 12 month contract with possibility of becoming permanent after one year.
Key accountabilities
• Assist the Manager and Privacy and Information Management Coordinator to development and deliver Recordkeeping and Information Management services that ensure compliance with applicable legislation and policies.
• Provide expertise in the development of services and implementation of technology to support Recordkeeping and Information Management, including introducing effective and innovative approaches to managing the retention of data and digital records.
• Establish and communicate Recordkeeping and Information Management policies and standards, and provide training and guidance to staff.
• Provide senior level advice, guidance, oversight and support for LAO’s response to the Ontario Public Service’s Data Directives, including contributing to an information and data governance framework, and advising on issues such as data ownership, classification, retention and metadata standards.
• Collaborate with leads from I&IT and across LAO to incorporate Recordkeeping and Information Management requirements on a wide range of program and system development initiatives, advancing a scalable, risk-based “by design” approach.
• Contribute to the development of performance measures for the Recordkeeping and Information Management program to demonstrate its value, and to support enhancements in its practice areas.
• Guide business areas on the selection of existing record series, and when appropriate, lead the development of custom record series.
• Manage records retention, disposition and destruction within the Microsoft 365 environment, including creating and applying record labels.
• Participate in professional networking groups and other activities to keep current with the practices of other similar organizations and levels of government.
• Monitor and respond to email and telephone inquiries.
• As needed, assign tasks to the Privacy and Information Management Officer.
• Other duties as assigned.
Required skills & experience
• A university degree in a related field (e.g. information sciences, information management, public administration, law), or an equivalent of education and experience
• At least five (5) years of experience in records management and information and data governance in a public or private sector organization, or equivalent experience
• Knowledge and experience with the Archives and Recordkeeping Act and the Ontario Public Service’s Data Directives and Corporate Policy on Recordkeeping, Access and Privacy.
• Knowledge of records management by-design principles and processes
• Experience developing record series
• Experience delivering training
• Must be self-directed and take ownership over work assignments and be capable of working with minimal supervision
• Sound judgment, analytical and problem solving skills
• Must be proficient in the use of computers, including proficient with legal software applications, Microsoft suite of programs including Excel, PowerPoint, Word and Outlook, and Microsoft 365, including records and information features in Microsoft Purview
• Knowledge of government procurement processes is an asset
• French language is an asset
Please include a cover letter in your application explain why you should be considered as a strong candidate for this role.
Only those candidates selected for an interview will be notified by email.
Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set up their Candidate Profile if applying on Njoyn. As an applicant, it is your responsibility to ensure that you check your email regularly.
First time applying to LAO? You will need to create a profile AND then apply for the position.
Already have an Njoyn account? Just sign in and select “my jobs” to apply.
Once you have successfully applied you will receive a confirmation email.
Trouble applying? For telephone support please call 1-877-427-7717 or email support: candidate.njoynhelp@cgi.com
Equity Statement
Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to diversity and inclusion. Accommodations are available upon request.
Legal Aid Ontario encourages applicants from equity seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis descent, persons with disabilities, women, members of racialized communities and the 2SLGBTQ+ community. We recognize the value of diversity, equity and inclusion and are committed to addressing systemic barriers, and attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code. |
