Manager, Records & Privacy Compliance

Southwestern-Public-Health; Woodstock; On-site; CAD 90,000 - 120,000; Full time

Job summary

Southwestern-Public-Health seeks a dynamic leader to oversee records and privacy compliance, driving effective information management and privacy practices across the organization. This role partners with program leaders to ensure compliant, secure access to information while enabling innovation.

The position involves developing and updating records management policies, guiding data protection, and implementing privacy best practices across departments.

Qualifications

• University degree in Information Management, Privacy, Data Science or related field.
• 2–5 years of experience in records management, project coordination and privacy.
• IAPP designation from a recognized professional body is an asset.

Responsibilities

• Facilitate a community of practice among programs to support records management and best practices regarding privacy, retention, and classification systems.
• Support the growth and evolution SWPH’s records management, retention, and classification system.
• Establish and update comprehensive records management policies and guidelines as the need arises.
• Establish guidelines for strong records management practices, in consideration of information access, confidentiality, privacy, and security.
• Stay up to date on relevant laws and regulations pertaining to records management and proactively address changes.
• Research and deploy new systems and practices where automation and AI can enable digital transformation.
• Develop relationships with stakeholders across the organization and be a trusted advisor on privacy, records management and compliance.
• Support the completion of Privacy Impact Assessments as needed.
• Design, develop, implement, and provide leadership for privacy processes, policies, standards, and procedures to protect personal information.
• Develop and implement robust privacy policies, procedures, standards, playbooks, guidelines, and tools aligning with legal requirements.
• Develop comprehensive privacy training programs for employees at all levels to raise awareness and promote a culture of privacy.
• Provide guidance on privacy and data protection, including response to breaches and consent management.
• Advise on requests under MFIPPA and PHIPA.
• Support data breach response and collaborate with the Information and Privacy Commissioner of Ontario as required.
• Oversee secure destruction of health records according to retention schedules in consultation with program and IT teams.

Skills

Leadership

Communication

People management

Problem solving

Change management

Privacy awareness

Stakeholder management

Education

University degree in Information Management or related field

IAPP designation (asset)

Job description

As a highly motivated and engaging leader, the successful candidate will demonstrate effective communication, leadership and exceptional people management skills complemented by strong problem solving and change management expertise.

As a hands-on, organized individual, the Manager, Records and Privacy Compliance, will coordinate and manage the development and maintenance of SWPH's records, information management, and privacy systems. This includes supporting the growth and evolution of SWPH's records management policy, procedures, classification, retention schedule, and privacy best practices are adhered to.

Reporting to the Director, Corporate Services & Human Resources, the successful candidate will work with leaders across the organization to explore and create new and innovative processes to ensure systems are designed to facilitate the access of information in an efficient, effective, and controlled manner.

What will you do?

• Facilitate a community of practice among programs to support records management and best practices regarding privacy, retention, and classification systems.
• Support the growth and evolution SWPH’s records management, retention, and classification system.
• Establish and update comprehensive records management policies and guidelines as the need arises.
• Establish guidelines for strong records management practices, in consideration of information access, confidentiality, privacy, and security.
• Stay up to date and share with the organization relevant laws and regulations pertaining to records management (e.g., statutory/regulatory retention requirements, data protection, privacy) and proactively address any changes.
• Research and deploy new systems and practices where automation and AI can be used to enable digital transformation and build a platform for innovation, agility, and application modernization.
• Develop meaningful relationships with stakeholders across the organization and be a trusted advisor on issues related to privacy, records management, and compliance.
• Support the completion of Privacy Impact Assessments, as needed.
• Design, develop, implement, and provide leadership for the privacy - processes, policies, standards, and procedures that ensure the appropriate use and protection of personal information by those areas.
• Develop and implement robust privacy and data policies, procedures, standards, playbooks, guidelines, and other tools that align with legal and legislative requirements.
• Develop and implement comprehensive privacy training programs for employees at all levels to raise awareness and promote a culture of privacy within the organization. Provide ongoing privacy education to ensure staff remain informed about privacy-related matters.
• Provide guidance and expert advice to the organization in relation to privacy and personal information protection matters, resolution of privacy breaches and changes to consent management approaches to advance strategic initiatives.
• Seek out counsel and expertise on the application, interpretation, and administration of requests under the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.
• Support the response to data breaches as part of SWPH’s incident response and collaborate with the Information and Privacy Commissioner of Ontario as required.
• Oversee the secure destruction of health records according to record retention schedule in consultation with program teams and IT team.

The successful candidate will possess the following qualifications:

• You possess a university degree in relevant field such as Information Management, Privacy, Legal Studies, Data Science, or related field, or equivalent combination of education and experience.
• You maintain a professional designation from the International Association of Privacy Professionals (IAPP) or other recognized professional body is an asset.
• You have 2 to 5 years of experience in records management, project coordination and privacy.

• Ability to manage competing demands and meet challenging timelines;
• Ability to establish and maintain relationships with internal teams, peers and external stakeholders;
• Demonstrated shared leadership, team development, collaboration and facilitation skills coupled with superior interpersonal, relationship and communication skills;
• Demonstrated analytical and problem-solving skills to plan and develop program and project goals and objectives;
• Demonstrated knowledge of standards and legislation related to management in a healthcare organization;
• Strong demonstrated knowledge and understanding of privacy and confidentiality within a health care environment;