Job Specification
Position Title:
AMENDED- Assistant FOI Coordinator
Purpose :
To provide advice, training, direction and recommendations regarding the interpretation and application of Freedom of
Information and Protection of Privacy (FIPP) principles and requirements to ensure clients meet their legislated
obligations.
To analyze and process access requests for government held information within legislated time frames while protecting
personal privacy.
Key Responsibilities :
1.Request Coordination:
-Provides advice and guidance regarding the interpretation and application of the Freedom of Information and
Protection of Privacy Act (FIPPA), Privacy Principles, Orders of the Information and Privacy Commissioner (IPC),
related policies, directives, processes, procedures and guidelines.
-Provides advice and guidance regarding information management; security provisions; records collection, use,
retention, disclosure and appeal policies, procedures, processes and legislation.
-Liaises with program areas to locate requested records; analyzes, researches and processes access requests from a
variety of sources for records and personal information; identifies issues and recommends solutions and ensures all
statutory requirements are met and appropriate exemptions applied.
-Liaises with affected parties and other specialist resources, researches and analyzes case law and IPC precedents
and consults with legal staff to make appropriate access recommendations.
-Recommends to/monitors disclosure decisions of program managers, ensuring statutory appropriateness. 2.Issues
Management
-Develops briefing materials for senior management and responds to enquiries regarding action taken on requests. -
Analyzes program issues in requests and identifies them to decision makers to ensure senior staff apprised of issues
related to requests for government held records.
-Maintains knowledge of emerging and potentially contentious Ministry issues.
3.FOI Training
-Develops, implements and delivers training and awareness programs throughout the Ministry to ensure consistency in
communication of FOI policies and procedures.
-Maintains currency with Central Agency FOI directives to ensure accuracy of training, advice and recommendations.
Leads/participates in the development of access and privacy policies and procedures in the ministry.
4. Client Relationships
-Develops and maintains effective working relationships with clients to encourage compliance.
5. Policy Development
Consults with affected program areas, IPC and ministry stakeholders and recommends policy, program, legislative or
regulatory changes.
-Assists in the development of policies and procedures for information resources management in the Ministry.
6.Appeals
-Provides advice to program areas and prepares/assists in the preparation of materials to resolve appeals of Ministry
decisions under FIPPA.
7.Special Projects
-Undertakes special projects on a wide range of issues relating to privacy, records management and request tracking
systems.
Knowledge / Skill :
Knowledge of and skills in:
-The Freedom of Information and Protection of Privacy Act and FOI related legislation, regulations, principles,
philosophy, guidelines, directives, procedures, decisions and IPC policies and Orders to provide advice and
recommendations, analyze requests for disclosure/exemption and ensure compliance with FIPPA requirements. -
Ministry mandate, programs, policies, initiatives, services, operations, organization and issues to respond to and
provide advice regarding access requests and appeals.
-Current and emerging access and privacy theories, principles, practices, trends, issues and solutions to provide advice
to resolve contentious and sensitive issues.
-Client's business issues and the legislation, policies and programs of clients, other ministries and organizations, which
could impact on the Ministry to provide advice relevant to unique program needs.
-Records, data and information management, storage, security and retrieval to provide advice and training. -Oral and
written communication skills to discuss and provide policy and procedure information and advice to all levels of staff
including Minister and Cabinet Office, deliver training, communicate with the public and prepare briefing materials,
submissions and reports.
-Coordination and organizational skills to plan and manage a large caseload and/or prioritize and work on a number of
projects simultaneously in compliance with legislated time lines.
-Research skills to identify and apply relevant precedents for requests and appeals.
-Use of computer technology to track and process requests, prepare reports and presentations and conduct research.
Interpersonal / Influencing Skill :
-Negotiation and consultation skills to negotiate time lines and encourage compliance and to consult with program
areas, IPC and Ministry stakeholders to negotiate/gain support for policy, legislative or regulatory change
recommendations.
-Influencing, persuasion and presentation skills to promote adherence and provide effective training. -Customer service,
interpersonal and conflict resolution skills to work in a cooperative and consultative manner and build and maintain
effective working relationships with staff from across the Ministry and Central Agencies and to provide explanations
which the public can understand.
-Advisory skills to provide advice to program staff, management and external requestors on requirements, legislation
and policies related to FIPPA requests and issues and provide compliance advice to senior management. -Consultation
skills to determine disclosure concerns and provide advice to clients with professionalism and to respond to requestors
with empathy and compassion.
-Facilitation skills to work with other governments, organizations and the public in processing requests. -Exercises tact,
discretion and sensitivity in providing advice and recommendations related to sensitive and confidential materials and in
dealing with the public.
Analyzing / Problem Solving Skill :
Analyzing and problem solving skills to:
-Evaluate complex and sensitive information to anticipate risks and impacts; provide advice on requests, issues and
appeals and undertake special projects.
-Participate/provide advice in the mediation process to resolve issues and conflict.
-Analyze issues, interpret FIPP requirements, develop solutions and assess value of solutions to provide advice and
recommendations and respond to queries and requests.
-Recommend/monitor disclosure decisions to ensure compliance with FIPP requirements.
-Identify and research contentious issues, potential impacts and recommend response to senior management. -
Research, investigate and assess relevance of information, precedents and IPC Orders to Ministry situations and
potential impacts on the Ministry.
-Apply legislation, regulations, policies and precedents to requests and issues related to collection, use, retention and
disclosure of information, IPC Orders and FOI appeals.
-Prioritize workload to ensure compliance with legislated time lines and manage a
Decision Making / Responsibility :
Responsible for:
-Interpreting and applying exemptions to requests and recommending responses to decision makers on requests and
issues.
-Providing advice and recommendations on application of the Act, FIPP requirements and information management. -
Recommending/monitoring disclosure decisions and assessing statutory appropriateness prior to implementation. -
Calculating and collecting fees and determining if time extensions in accordance with FIPPA are required. -Managing
own workload in compliance with legislated requirements.
-Developing and delivering training and awareness programs.
Has latitude to:
-Determine need for and conduct further research and discussions with requestors and affected third parties. -
Determine when legal or other specialist advice is required.
-Work collaboratively with program areas to develop policies to incorporate FIPP requirements into Ministry Program
guidelines and procedures.
-Tailor training programs to specific program area needs.
-Plan and conduct special projects.
-Recommend legislation, policy changes.
Work is performed within the framework of established government/ministry policies, relevant legislation, regulations,
principles, procedures, precedents and practices related to FIPP. Position works independently with access to FOI
management for guidance on contentious, sensitive and high impact matters.
Contacts / Stakeholder :
-Deputy and Minister's Offices to provide FIPP advice, interpretation and briefings.
-Senior management to provide advice and briefings on requests and issues related to disclosure/protection of
information and clarify/discuss work on special projects.
-Program areas to obtain records; provide advice, guidance, training and recommendations and solicit agreement
regarding policy changes that may affect their area.
-Legal staff to liaise regarding access recommendations.
-Communications Branch to consult regarding communications procedures and protocols.
-Central Agencies and counterparts in other governments in order to: consult regarding their records in Ministry custody
and vice versa; liaise regarding recent decisions and impacts; and confer on best practices for policy development. -
Counterparts in other governments to consult regarding their records in Ministry custody and vice versa and to liaise regarding recent decisions and impacts.
-Information Privacy Commissioner Office to participate in mediation and research precedents.
-Requestors and their representatives and the public to clarify requests, obtain additional information and respond to
enquiries and requests.
-Special interest groups and unions to respond to requests and discuss access procedures.
Guidance / Supervision :
-Provides advice, guidance and training to program areas regarding disclosure and privacy issues and retrieval and
access of records to facilitate compliance with FIPP requirements.
Demands / Pressures :
Work Demands :
-Frequently required to work within tight time pressures and conflicting work demands where there is minimal to no
control over timelines and volume of work due to legislative requirements for response.
Mental / Sensory :
-Frequent requirement to concentrate intently when researching, reviewing and analyzing large and complex files
Conditions / Environment :
Work is performed in a typical office environment.