Manager, Records and Privacy Compliance

Owen Sound; St. Thomas; Hybrid; CAD 66,000 - 74,000; Full time

Benefits offered by this job

OMERS pension and health & dental

Hybrid work arrangements

Job summary

Southwestern Public Health seeks a highly motivated leader to manage records and privacy compliance. You will coordinate development and maintenance of records management, information governance, and privacy systems, aligning with retention schedules and regulatory best practices.

You will lead cross-functional teams, implement privacy programs, and drive automation and AI-enabled improvements to support secure, efficient access to information across programs.

Qualifications

• University degree in Information Management, Privacy, Legal Studies, Data Science or related field.
• Professional designation from IAPP is an asset.
• 2–5 years of experience in records management, project coordination and privacy.
• Ability to manage competing demands and meet deadlines.
• Ability to establish and maintain relationships with internal teams, peers and external stakeholders.
• Demonstrated leadership, collaboration and facilitation skills with strong interpersonal and communication skills.
• Knowledge of standards and legislation related to management in a healthcare setting.
• Strong knowledge of privacy and confidentiality in healthcare.

Responsibilities

• Facilitate a community of practice among programs to support records management and privacy best practices.
• Support SWPH’s records management, retention and classification system development.
• Establish and update records management policies and guidelines as needed.
• Set guidelines for strong records management practices considering access, confidentiality, privacy and security.
• Stay up-to-date on laws and regulations related to records management and privacy.
• Research and deploy new systems and practices where automation and AI enable digital transformation.
• Develop relationships with stakeholders and act as trusted advisor on privacy, records management and compliance.
• Support completion of Privacy Impact Assessments as needed.
• Design and implement privacy processes, policies and standards to protect personal information.
• Develop privacy policies, procedures, standards and playbooks aligned with legal requirements.
• Develop privacy training programs for employees at all levels to raise awareness and promote a culture of privacy.
• Provide guidance on privacy and personal information protection matters and handling of data requests.
• Engage counsel on FOI/Privacy Act and PHIPA interpretations as needed.
• Support data breach responses and collaborate with the IPC as required.
• Oversee secure destruction of health records per retention schedules with program and IT teams.

Skills

Leadership

Communication

People management

Change management

Privacy

Records management

Policy development

Analytical skills

Problem solving

Stakeholder management

Education

University degree in Information Management

IAPP designation (asset)

Job description

SouthwesternPublicHealthpridesitselfontheflexibleworkenvironmentthatemployeeshavecometoappreciateandvalue.SWPHisaworkplacewhereemployeesareintegraltotheresearch,planning,collaborativeeffortsanddeliveryofprogramsandservices.

ThispositionispresentlylocatedattheSt.ThomasORWoodstocksite.Locationtobedetermined.

Thispostingisforone(1)currentvacancy.

Asahighlymotivatedandengagingleader,thesuccessfulcandidatewilldemonstrateeffectivecommunication,leadershipandexceptionalpeoplemanagementskillscomplementedbystrongproblemsolvingandchangemanagementexpertise.

Asahands-on,organizedindividual,theManager,RecordsandPrivacyCompliance,willcoordinateandmanagethedevelopmentandmaintenanceofSWPH'srecords,informationmanagement,andprivacysystems.ThisincludessupportingthegrowthandevolutionofSWPH'srecordsmanagementpolicy,procedures,classification,retentionschedule,andprivacybestpracticesareadheredto.

ReportingtotheDirector,CorporateServices&HumanResources,thesuccessfulcandidatewillworkwithleadersacrosstheorganizationtoexploreandcreatenewandinnovativeprocessestoensuresystemsaredesignedtofacilitatetheaccessofinformationinanefficient,effective,andcontrolledmanner.

Whatwillyoudo?

• Facilitateacommunityofpracticeamongprogramstosupportrecordsmanagementandbestpracticesregardingprivacy,retention,andclassificationsystems.
• SupportthegrowthandevolutionSWPH’srecordsmanagement,retention,andclassificationsystem.
• Establishandupdatecomprehensiverecordsmanagementpoliciesandguidelinesastheneedarises.
• Establishguidelinesforstrongrecordsmanagementpractices,inconsiderationofinformationaccess,confidentiality,privacy,andsecurity.
• Stayuptodateandsharewiththeorganizationrelevantlawsandregulationspertainingtorecordsmanagement(e.g.,statutory/regulatoryretentionrequirements,dataprotection,privacy)andproactivelyaddressanychanges.
• ResearchanddeploynewsystemsandpracticeswhereautomationandAIcanbeusedtoenabledigitaltransformationandbuildaplatformforinnovation,agility,andapplicationmodernization.
• Developmeaningfulrelationshipswithstakeholdersacrosstheorganizationandbeatrustedadvisoronissuesrelatedtoprivacy,recordsmanagement,andcompliance.
• SupportthecompletionofPrivacyImpactAssessments,asneeded.
• Design,develop,implement,andprovideleadershipfortheprivacy-processes,policies,standards,andproceduresthatensuretheappropriateuseandprotectionofpersonalinformationbythoseareas.
• Developandimplementrobustprivacyanddatapolicies,procedures,standards,playbooks,guidelines,andothertoolsthatalignwithlegalandlegislativerequirements.
• Developandimplementcomprehensiveprivacytrainingprogramsforemployeesatalllevelstoraiseawarenessandpromoteacultureofprivacywithintheorganization.Provideongoingprivacyeducationtoensurestaffremaininformedaboutprivacy-relatedmatters.
• Provideguidanceandexpertadvicetotheorganizationinrelationtoprivacyandpersonalinformationprotectionmatters,resolutionofprivacybreachesandchangestoconsentmanagementapproachestoadvancestrategicinitiatives.
• Seekoutcounselandexpertiseontheapplication,interpretation,andadministrationofrequestsundertheMunicipalFreedomofInformationandProtectionofPrivacyActandthePersonalHealthInformationProtectionAct.
• SupporttheresponsetodatabreachesaspartofSWPH’sincidentresponseandcollaboratewiththeInformationandPrivacyCommissionerofOntarioasrequired.
• OverseethesecuredestructionofhealthrecordsaccordingtorecordretentionscheduleinconsultationwithprogramteamsandITteam.

Thesuccessfulcandidatewillpossessthefollowingqualifications:

• YoupossessauniversitydegreeinrelevantfieldsuchasInformationManagement,Privacy,LegalStudies,DataScience,orrelatedfield,orequivalentcombinationofeducationandexperience.
• YoumaintainaprofessionaldesignationfromtheInternationalAssociationofPrivacyProfessionals(IAPP)orotherrecognizedprofessionalbodyisanasset.
• Youhave2to5yearsofexperienceinrecordsmanagement,projectcoordinationandprivacy.
• Abilitytomanagecompetingdemandsandmeetchallengingtimelines;
• Abilitytoestablishandmaintainrelationshipswithinternalteams,peersandexternalstakeholders;
• Demonstratedsharedleadership,teamdevelopment,collaborationandfacilitationskillscoupledwithsuperiorinterpersonal,relationshipandcommunicationskills;
• Demonstratedanalyticalandproblem-solvingskillstoplananddevelopprogramandprojectgoalsandobjectives;
• Demonstratedknowledgeofstandardsandlegislationrelatedtomanagementinahealthcareorganization;
• Strongdemonstratedknowledgeandunderstandingofprivacyandconfidentialitywithinahealthcareenvironment;

Pleasenote,onoccasionweuseautomatedtools,includingartificialintelligence,toreviewandscreenapplicantsforourpostings.

TermsandconditionsofemploymentareinaccordancewiththeEmploymentAgreement.

SalaryRange:$47.96/hrto$53.93/hr.(70hoursinatwo-weekperiod).

• OMERSpensionandacomprehensiveHealthandDentalbenefitspackageuponcompletionoftheprobationaryperiod.

SouthwesternPublicHealthprovidesaflexibleworkenvironment.Hybridworkarrangementsareavailableforsomepositions,dependingontheprogramandoperationalrequirements.

CandidatesarerequiredtomaintainacurrentvalidOntarioDriver’slicenseandreliableaccesstoaninsuredworkingvehicle.

Acriminalreferencecheckcompletedwithinthelastsix(6)monthsfromaCanadianPoliceInformationCentre(CPID),inclusiveofajudicialmatterscheck,willberequiredofthesuccessfulcandidate.

ImmunizationRequirements:FullyvaccinatedagainstCOVID-19,areabletoprovideproofofimmunization,andacknowledgementtofollowSouthwesternPublicHealth'spoliciesandprocessesrelatedtoCOVID-19managementintheworkplace.

SouthwesternPublicHealthstrivestomeetthestandardssetoutintheAccessibilityfor OntarianswithDisabilitiesAct(AODA)CustomerServiceRegulation,andwillsupportcandidatestomodifyourrecruitmentandselectionprocess,shouldtherebeaneedtomodifyorremovebarrierstoaccommodatethosewithdisabilities,ifrequested.Shouldacandidatebecontactedandrequireaccommodationatanypointthroughouttherecruitmentandselectionprocesses,pleasenotifytheHumanResourcesrepresentativewhohascontactedyou.