Job Specification
Position Title:
Privacy, Information and Records Management Coordinator
Purpose :
To provide leadership, advice, training, direction and recommendations regarding the interpretation and application of Freedom of Information and Protection of Privacy (FIPPA) 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 ensuring the confidentiality of personal and Crown information.
To lead the ongoing refinement and implementation of the ministry's records management plan, ensuring compliance with applicable, legislation,directives and guidelines.
To lead the ministry's ongoing compliance with Open Government direction from MGCS, and respond to related requests on behalf of the ministry in partnership with other branches as appropriate.
To be an integral member of the Corporate Management Branch as a supporting team member able to add capacity in other areas when needed, with adequate training and direction.
Key Responsibilities :
1.Request Coordination:
-Provides leadership, 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.
-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.
-Maintains contact with Requestors, other OPS FOI leads/coordinators, affected Third Parties, the IPC and members of the public to provide timeline responses to requests and questions.
-Recommends to/monitors disclosure decisions of program managers, ensuring statutory appropriateness.
-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.
-Uses influencing and negotiation skills to support program areas, etc. in meeting statutory deadlines for requests
-Briefs Director, CAO, DMO and MO weekly and as required on status of request/mitigation of contentious issues.
-Participates in the development, implementation and delivery of 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.
-Provides advice to program areas and prepares/assists in the preparation of materials to resolve appeals of Ministry decisions under FIPPA.
2. Records Management
-Provides leadership, advice and guidance regarding information management; security provisions; records collection, use, retention, disclosure and appeal policies, procedures, processes and legislation.
-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.
-Leads monthly (at a minimum) RIM Community of Practice meetings with program and corporate staff to ensure awareness of RIM requirements, best practices and risk mitigation strategies
-Support oversight by leading quality assurance checks, attestations, and any other processes to support compliance
3. Open Government
-Lead, in partnership with other branches/divisions as appropriate, the responses to requests related to complying with Open Government directives, including reporting, assessing data appropriateness and participating in meetings, occasionally on behalf of Director.
Knowledge / Skill :
-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.
- Records and Information Management legislation, regulations, principles, guidelines, procedures, and direction from central and other agencies to support compliance and build capacity across the ministry
-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.
-Superior 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, including refining and maintaining ongoing tracking and reporting processes for requests.
-Research skills to identify and apply relevant precedents for requests and appeals.
Interpersonal / Influencing Skill :
-Confidence and good judgement to work independently, often with minimal supervision, in ensuring deadlines and reporting requirements are met.
-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 and manage down
escalations where possible.
-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 lead the ongoing RIM Community of Practice, and 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.
-Ability to work independently and as part of a team when supporting special projects for CMB.
Analyzing / Problem Solving Skill :
-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 FIPPA 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 FIPPA, RIM and OG 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 number of issues concurrently.
-Make recommendations for policy program legislative or regulatory changes.
Decision Making / Responsibility :
-Briefing Director, CAO, DM and Minister's Office staff on all FIPPA, RIM and OG issues, including development of briefing materials.
-Leading the ministry's process for responding to FIPPA requests, including end-to-end service with both internal and external stakeholders.
-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, other ministries and central agencies 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 policy and process changes with a focus on customer service and continuous improvement.
- 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 and RIM SMEs/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 their area.
-Legal staff to liaise regarding access recommendations.
-Communications Branch to consult regarding communications procedures and protocols.
-Central Agencies and counterparts in other Ministries to discuss/consult on issues and required records held by other Ministries.
-Counterparts in other governments to consult regarding records belonging to them but 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 FIPPA, RIM and Open Government requirements.
-Provides technical guidance and direction to program areas on compliance and oversight issues, including upholding legislative 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.