|Records Management Specialist (12 months)
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.
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 Privacy and Information Management Coordinator is responsible for administering the day-to-day program activities in the areas of privacy and information management, which includes access to information and records management.
The Coordinator will provide technical and business expertise in respect to matters under Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), the Legal Aid Services Act, 2020 (LASA), and other applicable legislation, directives and policies.
The Coordinator will assist the Manager in respect to LAO’s long-term strategic and operational plans, and the development of supporting policies and procedures
Home Location: Provincial Office – Toronto
Secondary Location: Not applicable
This is a 12 month contract with possibility of becoming permanent after one year.
• Assist the Manager in respect to LAO’s long-term strategic and operational plans, and the development of supporting policies and procedures
• Provide technical and business expertise in respect to matters under Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), the Legal Aid Services Act, 2020 (LASA), and other applicable legislation, directives and policies
• Lead the development and delivery of training programs in privacy and information management
• Lead LAO’s access to information program, including processing complex FIPPA requests within legislated timelines and providing expert advice and guidance to LAO’s internal staff and stakeholders
• Asses new FIPPA requests and privacy issues for complexity and contentiousness, actioning or delegating to Advisor or Officer, as appropriate
• Lead corporate-wide projects aimed at maturing program accountabilities across the organization
• Ensure new business and technological solutions comply with by-design principles for privacy and information management, including conducting Privacy Impact Assessments
• Conduct and present research findings on issues affecting the organization (research may include without limitation IPC Orders, case law, statutes, and jurisdictional scans)
• Monitor and review LAO policies and practices in relation to the collection, use, disclosure, retention and disposal of personal information to ensure compliance with applicable privacy legislation or reasonable information practices and standards in cases where legislation does not apply
• Offer expert advice to the organization on responding to and mitigating privacy incidents
• Manage all aspects of the FIPPA request process, including but not limited to, clarification, fee processing, records searches, third party consultations, applying exemptions and exclusions, redacting, issuing access decisions, and managing appeals to the Information and Privacy Commissioner of Ontario (IPC)
• Prepare and submit annual statistical reporting to the IPC, as well as internal reporting of program activities
• 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
• Develop and maintain a corporate-wide records management program in accordance with applicable legislation governing information in all physical and digital media and systems
• Guide departments in the selection, application and development of record series
• Manage records disposition and destruction, including within Microsoft 365 Purview
• Assist with the implementation of the Ontario Public Service’s Data Directives as part of LAO’s information and data governance program/initiatives
• As needed, assign tasks and oversee work of the Privacy and Information Management Advisor and Privacy and Information Management Officer
• Monitor and respond to email and telephone inquiries
• Participate in professional networking groups and other activities to keep current with the practices of other similar organizations and levels of government
• 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 managing privacy, access to information, and records management in a public or private sector organization, or equivalent experience
• Thorough understanding of FIPPA, LASA, IPC Orders and the OPS Data Directives
• Experience in project management and program design
• Knowledge of best practices, principles and procedures applicable to privacy and information management
• Experience conducting research and analysis and applying a risk management framework to the development of standards, policies, procedures and training
• Experience providing guidance on managing and mitigating privacy incidents, and embedding privacy best practices within an organization
• Experience delivering training and briefing senior management
• Experience effectively managing a high number of competing priorities and access requests
• Proficient computer skills and experience working with information management technologies (SharePoint, PeopleSoft, etc.)
• Demonstrated analytical, interpersonal, facilitation, oral/written communication, conflict resolution and problem solving skills
• Demonstrated ability to handle matters requiring high levels of good judgement, diplomacy, sensitivity and confidentiality
• Certified Information Privacy Professional/Canada (CIPP/C) is an asset
• 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.
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Trouble applying? For telephone support please call 1-877-427-7717 or email support: email@example.com
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.