Information, Privacy and Records Specialist

Information, Privacy and Records Specialist Permanent Full-time - 35 Hours Per Week - Monday to Friday - 12 month Position(1.0 FTE) Location: 20 Upper Wellington Street, Simcoe Salary range: $69,929 to $79,243 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 BHNCDSB’s 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). 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. Education / Experience and Qualifications Post secondary degree or diploma in Business, Office Administration, Records and Archives, or related field or equivalent experience may be considered. Certificate in Privacy and Information Management; or working toward or willing to complete considered an asset. Minimum of three (3) years of related experience in the field of office administration, privacy and records – preferably in the public sector. Experience with education records (Ontario Student Records, confidential records and reports) ensuring compliance with privacy legislation and internal policies considered an asset. Experience in creating process documentation and training guides. Excellent planning and organizational skills with experience in the effective management of multiple projects and demonstrated ability to successfully complete tasks. Demonstrate personal initiative, sound judgement, strong interpersonal, organization, and communication skills with the ability to function effectively and collaboratively with various employee groups and external contacts. Well versed in privacy and records management ethics, policies, procedures, and relevant legislation. In addition, demonstrated ability to maintain confidentiality of a broad range of information. 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. 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 driver’s license and use of a personal vehicle required. Key Job Requirements Privacy and Records Collaborate with the Manager of Communications to help ensure accurate records management and privacy initiatives for the board. Provide ongoing support for the board’s Generic Records Retention System. Research 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. Facilitate the board’s OSR digitization program and access to school records. Assist with projects related to the release of records including Canada Revenue Agency letters, transcript requests, etc. connected to fee generating transactions. Provide input and technical support in the development or review of policies and procedures Support employees at all levels of the organization to address the collection, use, and disclosure of personal information. Assist in the investigation of suspected and confirmed breaches and implement corrective strategies and additional training/support as needed. Assist in the drafting of reports and responses to the Information and Privacy Commissioner of Ontario (IPC) regarding breaches and privacy complaints. Collaborate with the implementation of action items from Privacy Audits and/or IPC decisions. Support the 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 board’s communication processes and strategic plan commitments. Receive and facilitate the processing Freedom of Information (FOI) requests. Training Assist in developing and maintaining training materials related to privacy, records management, and information handling practices. Support the delivery of training sessions (virtual and in-person) for school and administrative staff responsible for managing student and board records. Maintain training documentation and track participation for compliance reporting. Applications, along with your resume and other supporting documents must be submitted through Apply to Education – www.applytoeducation.com. If you require accommodation for reasons of disability in the application or interview process, please inform our Human Resources department at resumes@bhncdsb.ca or 519-756-6505. 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. About Us The Brant Haldimand Norfolk Catholic District School Board offers a Christ-centered education to over 13,000 students from Brant, Haldimand, and Norfolk counties, the City of Brantford, Six Nations of the Grand River and Mississaugas of the Credit First Nation. The district has approximately 2,100 full and part-time staff committed to supporting Belonging, Teaching and Learning, and Wellness for all. We currently have 28 elementary schools, 3 secondary schools and a multisite Alternative Education school, and 3 administrative offices. We are unique in that we belong to three Dioceses: Hamilton, London, and St. Catharines. We are located within a one-hour radius of Toronto to the east, London to the west, and Kitchener‑Waterloo to the north. As a Catholic community, we work with families and community agencies to provide the best learning environments to ensure that all learners reach their full potential and feel safe and included. Equity, Diversity and Inclusion Statement The Brant Haldimand Norfolk Catholic District School Board believes in giving each and every applicant an equal opportunity to succeed on their own merit and we strive to hire staff that reflect and support the diverse perspectives, experiences and needs of our students and our communities. We remain committed to upholding our Catholic values of equity and inclusion in our living, learning and work environments. Therefore, in pursuit of our values, we seek members who will work respectfully and constructively with differences and across the district in actualizing the Board’s Multi‑Year Strategic Plan. We actively encourage applications from individuals from all groups and specifically those groups that may experience systemic barriers. We value and respect the contributions that each person brings to enriching the Board and are committed to ensuring full and equal participation for all in the communities that we serve. 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 process. If you require accommodation for reasons of disability in the application or interview process, please email your request to resumes@bhncdsb.ca in advance of any part of the process. All information received relating to a candidate’s required accommodation will be addressed confidentially by Human Resource Services. We thank all applicants for their interest, however, only those considered for an interview will be contacted. Carol Luciani Chair of the Board Michael McDonald Director of Education & Secretary BRANT HALDIMAND NORFOLKCATHOLIC DISTRICT SCHOOL BOARD Excellence in Learning ~ Living in Christ 322 Fairview Drive, P.O. Box 217, Brantford, ON N3T 5M8 T: 519-756-6369 E: info@bhncdsb.ca www.bhncdsb.ca #J-18808-Ljbffr