Information, Privacy and Records Coordinator - Permanent Full-Time - Simcoe (1.0 FTE)

Information Privacy and Records Coordinator

Permanent Full-time - 35 Hours Per Week - Monday to Friday - 12 monthsPosition(1.0 FTE)

Salary range: $86645 to $98460

Start date: Immediately; Duration: Permanent

Reporting to the Manager of Communications and Community Relations the incumbent will be a member of the Communication Services Team which is responsible for the management of district communications records privacy and risk recognizing BHNCDSBs commitment to Access Human Rights Equity and Well-Being.

REPORTS TO:

Manager of Communications and Community Relations

WORK LOCATION(S) AND WORK TIME(S):

Communication Services and Alternative Education Centre in Simcoe ON with expected travel across the district. Remote work opportunity as per procedure after probationary period is completed.

QUALITIES/SKILLS/SPECIALIZED KNOWLEDGE:

High level of professionalism and the ability to handle confidential and sensitive matters.

Knowledge of the education sector is considered an asset.

Knowledge of provincial legislation regarding student records privacy and access laws including MFIPPA.

Knowledge of a Generic Records Retention System and its application.

Excellent skills using Microsoft Office Suite (emphasis on SharePoint) WordPress (or other CMS) Adobe Creative Suite SMORE CANVA for Education Metricool (or other multi-publishing utilities).

Experience utilizing Artificial Intelligence (AI) to enhance output.

Possess group facilitation and presentation skills.

Proven ability to develop policies procedures and training resources.

Excellent interpersonal skills with effective communication skills both orally and in writing.

Ability to work both independently and part of a team.

Strong problem-solving skills and the ability to make decisions.

Ability to coordinate multiple large-scale projects.

EDUCATION/EXPERIENCE AND QUALIFICATIONS:

Completion of degree in Business Administration Records and Archives or related education with equivalent experience will be considered.

Minimum of 3-5 years of related experience in the field of office administration privacy and records or similar role.

Completion of the Privacy and Information Management certificate an asset; or working toward or willing to complete.

Experience in writing instruction sets compliant with the Canadian Press Stylebook and technical writing standards.

Experience in the use of social media and digital platforms to relay messaging best practices for internal and external audiences.

Experience in project management in a collaborative environment involving cross-functional teams on time-sensitive tasks and long-term audiences.

Advanced written and verbal communications skills with excellent editing skills.

The successful applicant will be required to work after hours based on system needs.

Applicable professional accreditation is an asset

Ability to perform required physical tasks including lifting carrying and moving objects. Applicants should be comfortable performing these tasks as a part of their daily responsibilities.

Valid drivers license and use of a personal vehicle required.

KEY JOB REQUIREMENTS:

Privacy and Records

Collaborate to ensure accurate records management and privacy initiatives for the board acting as subject matter expert on the interpretation implementation and adherence to records and privacy-related matters (legislative/board processes) for all staff members.

Implement the boards Generic Records Retention System.

Support adherence organization and schedule cycle of the districts contract database.

Conduct Privacy Impact Assessments (PIAs) for any apps/websites/software that are may be used by staff/teachers/students/public.

Address any privacy concerns voiced by students parents employees and members of the public.

Research and advise staff on items connected to records and privacy matters.

Support a comprehensive organizational records and privacy program to ensure Board compliance with all applicable legislation including strategies controls policies and procedures to also assist with the implementation of recordkeeping and privacy risk management including the assessment of vulnerabilities through oversight testing and reporting as required

Coordinate the boards OSR digitization program and access to school records.

Coordinate projects connected to the release of records including Canada Revenue Agency letters transcript requests etc. connected to fee generating transactions.

Create/update procedures and policies as well as resources as required.

Coordinate with employees at all levels of the organization to address the collection use and disclosure of personal information.

Investigate suspected and confirmed breaches and implement corrective strategies and additional training/support as needed.

Draft reports and responses to the Information and Privacy Commissioner of Ontario (IPC) regarding breaches and privacy complaints.

Implement action items from Privacy Audits and/or IPC decisions.

Support and respond to privacy breaches and incidents according to BHNCDSBs Breach Protocol Procedure.

Work on large-scale projects involving multiple departments/board-wide initiatives

Archives

Support the archives program in collaboration with Norfolk County Archives and volunteers.

Support staff on identifying archival items the acceptance of donation of items assisting requestors who want to access historical information facilitating year end records movement to the BHNCDSB Archives and organizing archives for closing schools.

Freedom of Information Requests and Management

Thorough understanding of a school boards communication processes and strategic plan commitments.

Maintenance of thorough and accurate information regarding written communications records and dissemination of that information accordingly as well as proper electronic filing of all communications for ease of access/future reference.

Receive and process Freedom of Information (FOI) requests.

Training

Responsible for developing enhanced training opportunities connected to information privacy and records including the delivery of training virtually and in-person sessions.

Use of automated and or AI generated training resources.

Ability to write instruction sets in accordance with Canadian Press Stylebook and technical writing standards.

Develop training modules and provide ongoing training support to school staff responsible for updating and maintaining school information and records.

Applications along with your resume and other supporting documents must be submitted through Apply to Education .

If you require accommodation for reasons of disability in the application or interview process please inform our Human Resources department at or . The application package is available in accessible formats upon request.

We thank all applicants for their interest however only those considered for an interview will be contacted.

Accessibility and Accommodation Statement
We also recognize our duty to accommodate and to foster a culture of inclusion. Consistent with our Catholic social teachings and virtues we will make any appropriate accommodation based on any of the protected grounds in the Human Rights Code to support candidate participation in the hiring process. When contacted candidates will be provided with an overview of the various elements of the hiring you require accommodation for reasons of disability in the application or interview process please email your request toin advance of any part of the process. All information received relating to a candidates required accommodation will be addressed confidentially by Human Resource Services.