PHS Privacy Officer

Hamilton Insurance Group, Ltd.; Hamilton; On-site; CAD 70,000 - 90,000; Full time

Job summary

A municipal health services provider seeks a PHS Privacy Officer in Hamilton, Ontario. This role involves ensuring compliance with privacy legislation, supporting the handling of personal health information, and investigating privacy incidents. The ideal candidate will have a university degree, knowledge of health-related privacy issues, and experience with electronic medical records. Strong communication and organizational skills are essential, along with a solid understanding of privacy laws. Applicants are expected to submit applications by February 4, 2026.

Qualifications

• Demonstrated experience with information privacy laws and information technology.
• Membership with the International Association of Privacy Professionals (IAPP) preferred.
• Experience with electronic medical record systems.

Responsibilities

• Support compliance with PHIPA, MFIPPA, and HPPA legislation.
• Investigate and respond to privacy incidents and breaches.
• Develop training programs for staff on privacy policies.

Skills

Research skills

Interpersonal skills

Communication skills

Knowledge of privacy laws

Organizational skills

Education

University degree in related field

Tools

MS Office (Word, Excel, PowerPoint, Outlook, Visio, Project)

Job description

Job Summary

Contribute to the City of Hamilton, one of Canada’s largest cities – home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

Job Details

• Job ID #31679: PHS Privacy Officer
• Union: Non-Union
• Job Description ID #: A9393
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on February 4, 2026.
• Duration: up to 18 months
• Vacancy type: This posting is for an existing vacancy.
• Internal applicants should apply with your work e‑mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

Summary of Duties

Reporting to the Manager, Data Management – PHS, the PHS Privacy Officer is accountable to the Medical Officer of Health (MOH) as the Public Health Services Health Information Custodian. This position is responsible for supporting activities within Public Health Services (PHS) in compliance with the Personal Health Information Protection Act, 2004 (PHIPA), the Municipal Freedom of Information and Protection of Privacy Act RSO 1990 (MFIPPA) and the Health Protection and Promotion Act, R.S.O. 1990. C. H.7. This role also responds to requests for access to records in the custody and control of the MOH, investigates privacy incident reports, supports development of privacy related policies and procedures, makes recommendations on strategy as required and completes required reporting functions to the Information & Privacy Commissioner (IPC) of Ontario.

General Duties

Departmental PHIPA Functions

Provides advice and guidance with respect to the protection, collection and authorised disclosure of personal health information, including personal information to support the administration and implementation of PHS programs, services and information systems.

Researches, recommends and assists in the development and implementation of policy, guidelines, forms and procedures for the collection of personal health information, its use within PHS programs and applications, disclosure to the public, and the processing of access applications.

Coordinates the execution of Privacy Assessments (including Privacy Impact Assessments, Privacy Audits and Data De‑identification Risk Assessments) for new, existing, or enhanced services, business processes and technologies in collaboration with PHS staff, City staff and vendors to support compliance with PHIPA, MFIPPA and the HPPA.

Liaises with Legal and IT Security on issues related to contracts/agreements and/or the duty to disclose.

Investigates and responds to reported PHIPA breaches and privacy incidents.

Develops and delivers training, communication and awareness programs for PHS staff on PHS Privacy Policy compliance and PHIPA matters, in conjunction with the PHS Education Coordinator and the PHS Learning and Development Plan. Conducts ad‑hoc training sessions for program areas on demand.

Advises on privacy best practices, including the application of privacy by design techniques to ensure privacy is embedded into business practices and the design and operation of PHS tools and applications, processes and data management.

Prepares the statutory annual report on PHIPA activities to the Information and Privacy Commission/Ontario.

Analyzes and prepares the PHS response to applications made under PHIPA and related legislation.

Liaises with PHS program areas to implement business process changes in collaboration with PHS Applications Analysts as appropriate to improve privacy protection practices.

Liaises with Program Managers and the City Clerk's Division on joint MFIPPA and PHIPA requests to ensure conformity of PHIPA processes with corporate access and privacy policies and procedures, where applicable.

Calculates fees to be charged in accordance with PHIPA.

Reviews, identifies, and analyzes the impact of developments and amendments to legislation, regulations, and decisions of the Information and Privacy Commissioner/Ontario, for PHS senior management and PHS staff.

Assesses PHS implications, recommends appropriate action and implements change, ensures privacy program is reflective of current requirements.

Recommends modifications to PHIPA access requests or the routine disclosure of information to provide effective customer service, as required.

Identifies applicable statutory exemptions and exceptions pertaining to access applications under PHIPA.

Consults with the Program Manager, liaises with legal counsel and prepares representations and submissions in response to mediations or appeals under PHIPA.

Maintains knowledge of emerging trends and potentially contentious issues.

Contributes and maintains required privacy information to the PHS Electronic Records and Information Management Inventory.

Departmental Privacy Program Functions

Provides technical advice and guidance to PHS staff and senior leadership with respect to the protection, collection and authorized use and disclosure of personal health information and coordinates privacy activities for PHS Committees related to privacy and/or information governance.

Assists the Program Manager with reported privacy breaches/incidents, provides advice to mitigate their impact and recommends measures to prevent their re‑occurrence as appropriate.

Participates in meetings, working groups, and special projects, as assigned.

Completes and coordinates the execution of privacy impact assessments for information systems and applications, in collaboration with program managers and PHS Applications Analysts.

Supports the maintenance of a comprehensive PHS privacy framework and program to support the operation of electronic information systems and applications, including breach protocols, privacy risk assessments, audit protocols and online training materials.

Ensures compliance of PHS electronic information systems and applications with privacy legislation and corporate and PHS privacy policies and procedures, including Personal Information Protection and Electronic Documents Act (PIPEDA), PHIPA, MFIPPA, and other related legislation or Electronic Records Management Platform user agreements.

Liaises with the City Clerk's Division on any PHS issues relating to personal information.

Reviews, identifies and analyzes the impact of emerging federal and provincial legislation pertaining to the collection, use and disclosure of personal health information and recommends actions to respond to emerging needs or identified gaps.

Quality Assurance and Due Diligence Activities

Develops and maintains audit logs and other processes of PHS privacy practices and systems, in order to meet legislated requirements and PHS access and privacy policies and procedures as applicable.

Assists with the development of PHIPA compliance processes and makes recommendations for their improvements, as required.

Analyzes new and/or ad hoc data requests or public reporting for consistency with privacy principles and legislation, including reviewing the details of the data requests, their purposes and authority, and recommends de‑identification of data as required to ensure compliance with legislation.

Ensures information, including personal and confidential information, is handled in accordance with legislation and corporate policies, procedures, standards and bylaws.

Collaborates with the City Clerk’s Office on matters relating to corporate privacy policies and procedures on personal information.

Liaison, Communication and Customer Service Activities

Collaborates with the PHS Communications Officer to ensure that the privacy and confidentiality of personal health information is maintained throughout communications with print, broadcast and social media.

Liaises and negotiates responsibilities with Corporate Services including City Clerk’s Office, Legal Services, Risk Management and Information Technology.

Makes presentations on privacy, confidentiality, access, disclosure and information security to PHS staff and provides groups with one‑on‑one support and training (e.g. workshops).

Ensures that services provided meet City of Hamilton customer service standards.

Researches, prepares and responds to correspondence and inquiries from external sources and internal customers at the departmental level.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are related to the responsibilities of the position.

Qualifications

1. University degree in a related field preferred e.g. public administration, business administration plus demonstrated experience in the application of information privacy laws, access, release of information, and information technology in a health care setting or an equivalent combination of education and relevant experience.
2. Knowledge of federal and provincial legislation relevant to the privacy and security of personal information and personal health information that is collected, used and disclosed by public health programs and services, including and not limited to the Personal Health Information Protection Act, 2004 (PHIPA), Freedom of Information and Protection of Privacy Act (FIPPA), Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and the Health Protection and Promotion Act (HPPA).
3. Demonstrated knowledge of health‑related privacy issues is preferred.
4. Membership with the International Association of Privacy Professionals (IAPP). Must have Certified Information Privacy Professional Canada (CIPP). Certified Information Privacy Manager (CIPM) and Certified Information Privacy Technologists (CIPT) an asset.
5. Thorough knowledge of Health Information Management and experience with electronic medical record systems.
6. Working knowledge of the statutory responsibilities of Public Health Services and the Medical Officer of Health.
7. Strong research skills in order to investigate and make recommendations to improve the privacy, security and confidentiality of business processes and address complex legal and risk management situations related to privacy and access.
8. Excellent interpersonal, negotiation and mediation skills.
9. Superior oral and written communications skills with the ability to simplify complex legal material for a variety of audiences.
10. Knowledge of change management and adult learning principles and experience in designing and delivering training programs.
11. Excellent organizational skills and attention to detail.
12. Proficiency with MS Office (Word, Excel, PowerPoint, Outlook, Visio, and Project).

NOTE:

The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of Policy HSW-01 Staff Proof of Immunity to Vaccine Preventable Diseases.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier‑free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier‑free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.