Privacy and Freedom of Information (FOI) Coordinator (RFT 1.0 FTE)

The Royal; Ottawa; On-site; CAD 80,000 - 100,000; Full time

Job summary

A prominent healthcare institution in Ottawa is looking for a Privacy and Freedom of Information Coordinator. This role involves overseeing compliance with privacy legislation, managing FOI requests, and ensuring the protection of personal health information. Ideal candidates have a relevant diploma and at least three years of experience in healthcare privacy. This full-time position is on-site and contributes to critical privacy practices within the organization.

Qualifications

• Minimum three years’ experience in handling privacy within a healthcare environment.
• Thorough knowledge of relevant legislation including PHIPA and FIPPA.
• English level A- is mandatory in oral expression, comprehension, reading and writing.

Responsibilities

• Oversee compliance with privacy legislation and FOI requests.
• Conduct Privacy Impact Assessments for new programs.
• Manage FOI requests including review and response.

Skills

Privacy legislation interpretation

Healthcare privacy management

Communication skills

Education

Two years College Diploma in Health Information Management

Job description

Overview

Posting Number: ROM25-274E

Title: Privacy and Freedom of Information (FOI) Coordinator (RFT 1.0 FTE)

Position Status: Regular Full-time

FTE: 1.0

Job Schedule: Days

Department: Legal Services

Union: Non-union

Site: Royal Ottawa Mental Health Centre

Number of Vacancies: 1

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

THIS POSITION IS ON SITE.

Responsibilities

Reporting to the Chief Privacy Officer (CPO), the Privacy and FOI (Freedom of Information) Coordinator is responsible for overseeing the Royal Ottawa Health Care Group’s (The Royal) compliance with privacy legislation, Privacy Program, and FOI requests. This role ensures the protection of personal and personal health information, advises on access to records, and supports transparency and accountability.

• Ensure organizational compliance with applicable privacy and FOI legislation and regulations.
• Support the organization in ensuring lawful authority to collect, use, and disclose personal and personal health information and safeguarding the confidentiality of personal and personal health information.
• Facilitate timely and lawful access to records in accordance with FOI requirements.
• Conduct Privacy Impact Assessments (PIAs) for new or evolving programs, systems, or initiatives.
• Manage the end-to-end process of FOI requests, including intake, review, redaction, and response.
• Assist in the investigation and management of privacy breaches, including documentation, mitigation, notification, and reporting to internal stakeholders and regulatory bodies as required.
• Apply privacy best practices and adheres to recognized industry standards in all aspects of information handling and protection and other duties as assigned by the CPO.
• Maintain and analyze metrics related to FOI requests, privacy incidents, and training compliance to support continuous improvement and reporting obligations, such as to the Information and Privacy Commission of Ontario (IPC).
• Collaborate with internal departments, such as Legal Services, Information Technology, Human Resources/Labour Relations, clinical staff, and external partners to ensure consistent application of privacy and FOI processes across the organization.
• Prepare reports and formal submissions to the IPC in response to investigations, reviews, and inquiries.
• Support the organization’s response to requests made under the Freedom of Information and Protection of Privacy Act (FIPPA).
• Contribute to the development and maintenance of privacy-related policies and workflows, including the review of consent forms, consent directives, and procedures for interactions with law enforcement.
• Identify and assess privacy risks and recommend mitigation strategies to ensure compliance with legislation and internal policies.
• Assist in the review of contracts and agreements with vendors, agencies, and service providers to ensure appropriate privacy provisions are included.
• Support the development and delivery of privacy education and awareness initiatives across the organization.
• Conduct orientation sessions for new staff, highlighting key privacy policies, procedures, and compliance expectations.

Qualifications

• Two years College Diploma in Health Information Management or equivalent.
• Minimum three years’ experience in handling privacy within a healthcare environment, with experience and expert knowledge of interpreting and applying privacy legislation.
• Thorough knowledge of relevant legislation and standards, including the Public Hospitals Act, Mental Health Act (Ontario), Health Care Consent Act, Personal Health Information Protection Act (PHIPA), FIPPA, and applicable accreditation standards.
• Demonstrated understanding of privacy in healthcare environments, with practical experience in applying legislative standards to real-work situation.
• English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset.

Salary Range: 38.11 to 42.37 per hour

Additional Information

• All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
• Please apply by clicking on the Apply button below.
• The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
• All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal Ottawa Health Care Group is committed to equity and inclusion in the workplace. Our commitment is rooted in the belief that a diverse workforce enhances the quality of care and organizational strength. We encourage applications from members of equity-deserving communities and welcome individuals from all backgrounds. Upon request, accommodations due to disability are available throughout the recruitment process.