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Records Management Specialist

5 months ago

Toronto, Canada Legal Aid Ontario Full time

Union: Non-Union
- Job Number: J0423-1187
- Job Title: Records Management Specialist (12 months)
- Job Type: Contract
- Contract Duration: 12 months
- City, Province, Country: Toronto, Ontario, Canada
- Job Location: Toronto
- Job Category: Professional
- Role Designation:- Open Positions: 1
- Posting Date: May 1, 2023
- Closing Date: May 15, 2023
- Salary: $80,372.00 - $104,524.00/Year

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 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.

**Key accountabilities**:

- 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
- 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
- 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
- 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