Manager, Records and Privacy Compliance

at  Southwestern Public Health

Posting Closes: February 9, 2025
Southwestern Public Health prides itself on the flexible work environment that employees have come to appreciate and value. SWPH is a workplace where employees are integral to the research, planning, collaborative efforts and delivery of programs and services.
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;

Non Union Terms and conditions of employment are in accordance with the Employment Agreement.
Salary Range: $44.66/hr to $50.23/hr (70 hours in a two-week period).
Full time OMERS pension and a comprehensive Health and Dental benefits package upon completion of the probationary period.
A criminal reference check completed within the last six (6) months from a Canadian Police Information Centre (CPID), inclusive of vulnerable sector screening, will be required of the successful candidate.
Immunization Requirements: Fully vaccinated against COVID-19, are able to provide proof of immunization, and acknowledgement to follow Southwestern Public Health’s policies and processes related to COVID-19 management in the workplace.
Southwestern Public Health strives to meet the standards set out in the Accessibility for Ontarians with Disabilities Act (AODA) Customer Service Regulation, and will support candidates to modify our recruitment and selection process, should there be a need to modify or remove barriers to accommodate those with disabilities, if requested. Should a candidate be contacted and require accommodation at any point throughout the recruitment and selection processes, please notify the Human Resources representative who has contacted you

• 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