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Policy and Records Retention Manager

5 months ago

Toronto, Canada YMCA of Greater Toronto Full time

Salary Rate: $56,202 - $75,000 - Check out the YMCA’s total compensation package

Location: Toronto Head Office (90 Eglinton Ave East)

Work Hours: Hybird; 37.5 hours weekly

Employment Type: Regular Full-time Salaried

Number of Vacancies: 1

Anticipated Start Date: ASAP

Deadline to Apply: March 14, 2023

**Be the Spark** Join our dynamic Team, where every day is different, and you will always be engaged with meaningful work

The Policy and Records Retention Manager is responsible for the oversight of policy development and maintenance, and ensuring the systematic control of YMCA of Greater Toronto records from their creation to final disposition. This includes the effective and appropriate management of policies and record retention programs and systems and all associated implementation and improvement projects including ensuring their alignment with all applicable legal, operational, technical and historic requirements. The Policy and Records Retention Manager will also be responsible for administering training and process enhancements through ongoing interaction with functional departments and business units.

**In this role, you will**:
**Policy Responsibilities**:

- Lead the development and review of policy, procedures and practice guidance in relation to YMCA of Greater Toronto
- Ensure that the association’s policies and procedures are compliant with external regulators and applicable legislation
- Maintain version control of policies and procedures, including coordinating the production of documentation
- Manage the policy register, including tracking the review and updating of policies and procedures; supporting the owners of the documents with their review; ensuring the documentation is submitted to the approving committee in good time; and working with relevant staff to ensure timely publication of approved documents
- Develop and maintain systems to identify changes in legislation, guidance research and best practice and read, interpret and utilize this information in the development and review of policy, procedure and practice guidance within the association
- Produce associated documents, such as guidance and forms
- Lead the implementation of policies and procedures for all association stakeholders
- Guide and support the work of the Policy Committee
- Assist the Vice President Risk Intelligence to ensure compliance with external requirements

**Record Retention Responsibilities**:

- Develop, recommend and implement changes and improvements to the Records Retention program and systems
- Partner with functional departments and business units for all major information repository systems across the association to ensure that records management functionality appropriate to the records/information assets they support is included in system design and advise program managers and IT managers on metadata requirements necessary to achieve this functionality
- Provide consultation for all Record Retention issues and concerns and create regular communications to keep users informed and updated
- Administer the day-to-day coordination of deposit, retrieval and disposition of offsite records storage, including preparation, entering, indexing retrieval, returns and destruction of records from Records Retention Database. Maintain integrity of the database
- Train new users on the Records Retention Procedures and Schedule
- Conduct analysis and resolution of complex records management problems and analyse system reporting to track program performance
- Conduct annual facility visits, including visits to offsite storage company if documents are stored off site
- Perform other duties as assigned

**You bring**:

- 3 years of experience in policy management and / or electronic and paper records management
- Bachelor’s degree in Records Management and / or Certificate in Policy Development and Implementation, or similar field of study preferred
- Experience implementing and managing a records retention framework for a complex organization
- Certified Records Manager (CRM) certification is an asset
- Team orientation with excellent communication and interpersonal skills combined with the ability to work with many different people
- Excellent research, analytical, problem solving, process improvement and organizational skills
- Excellent understanding of diversity, inclusion and equity including the ability to identify and address barriers, work effectively with diverse stakeholders, and integrate equity into program design
- Ability to create and carry out detailed action plans, and verbalize the steps in an articulate manner

**What you need to succeed**:

- Commitment to the YMCA’s Mission, Vision and Values
- Focus on the health, safety and wellbeing of all children, youth, and vulnerable people in YMCA programs including understanding legal and moral obligations related to reporting suspected child abuse to Child Protection Services
- YMCA Competencies: Accountable, Relationship-Builder, Improve