Privacy Information/Records Management Officer

Company: Ogwadeni:deo

PRIVACY INFORMATION/ RECORDS MANAGEMENT OFFICER - OGD-024-006

OGWADENI:DEO Full-Time

 

Applications will be received by Six Nations of the Grand River and Grand River Employment & Training (GREAT) up to 4:00 pm on May 9, 2024 for the ONGOING FAMILY SUPERVISOR with Ogwadeni:deo.  The Job Posting and Job Description are available for printing from the www.greatsn.com website.  Online applications accepted through Oggwadeni:deo website Get Involved – Ogwadeni:deo (ogwadenideotco.org). NO LATE APPLICATIONS ACCEPTED. Applicants from Six Nations and other First Nations will be given preference to deliver programs and services in a First Nations community Only Applicant eligible for Interview will be notified

 

JOB SUMMARY:

 

Reports to and works under the direction and supervision of the Ogwadeni:deo’s Lawyer  and adhere to the guiding values of the Code of Practice. 

The purpose of the Privacy Information/ Records Management Officer position is to oversee the development, implementation, maintenance of and adherence to privacy laws regarding the safe use and handling of protected client information. The Privacy Information/ Records Management Officer  is responsible for the Agency’s Privacy Program including but not limited to daily operations of the program, development, implementation and maintenance of policies and procedures, monitoring program compliance, investigation and tracking of incidents and breaches and ensuring clients’ rights in compliance with Part X of the Child, Youth and Family Services Act, CYFSA; Personal Health Information Protection Act, PIHIPA and any other relevant child welfare privacy legislations.

 

Type	Full Time
Closing Date	May 9, 2024
Term:	Permanent
Hours of Work	35 hours per week
Wage	TBD

 

BASIC QUALIFICATIONS:

 

• 2 year accredited College Diploma in Legal Office Administration or Law Clerk, or
• 2 year accredited College Diploma in Business Administration, or other related program, plus 2 years’ experience related to legal disclosures.
• Basic knowledge of the Child, Youth & Family Services Act and a basic knowledge of child protection proceedings.
• Basic Knowledge of Personal Health Information Protection Act.
• Expert knowledge of privacy standards and current legislation and requirements.
• Knowledge of court rules and the relevant legislation and expectations of the court office and understanding of child protection clinical practice.
• A solid understanding of and sensitivity to the experiences of First Nations and Indigenous peoples in Canada, and the impact of the legacy of Residential Schools and the Sixties Scoop upon them is essential.
• Will be Ogweho:weh in preference to other applicants.

 

 

SUBMISSION PROCEDURE: (Choose one method ONLY):

 

Method # 1: OGWADENI:DEO IN PERSON DROP OFF – Applications must include all of the following:

 

1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualifies you for this position.

 

2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.

 

3. Photocopy of your education diploma/degree/certificate and transcript.
4. Place all documents listed above in a sealed envelope and mail to or drop off at:

 

Privacy Information/ Records Management Officer (OGD-24-006)

                                                                c/o Reception Desk

                                                                2469 Fourth Avenue

                                                                Ohsweken, Ontario  N0A 1M0

Business Hours Monday to Friday 8:30 am t0 4:30 pm

 

Method # 2:  Online Application:

 

1. Please ensure all required documents are provided/uploaded with your application package, which include:
   1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualifies you for this position.
   2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
   3. Copy of your education diploma/degree/certificate and transcript.
2. Please apply online at Get Involved – Ogwadeni:deo (ogwadenideotco.org)

 

Method # 3:  EMAIL SUBMISSION

 

1. Please ensure all required documents are provided/uploaded with your application package, which include:
   1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualifies you for this position.
   2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
   3. Copy of your education diploma/degree/certificate and transcript.
2. Please email application package to David Walpole, Human Resources Coordinator at careers@ogwadenideotco.org
   1. Please ensure the job title and posting number is in the subject line.
3. If you have any questions or need assistance please reach out to David Walpole, Human Resources Coordinator at 519-445-1834 ext. 4554 or via email at careers@ogwadenideotco.org.

 

Method # 4: GREAT – Applications must include all of the following:

1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualifies you for this position.
2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
3. Photocopy of your education diploma/degree/certificate and transcript.
4. Place all documents listed above in a sealed envelope and mail to or drop off at:

 

Privacy Information/ Records Management Officer (OGD-24--006)

                                                                c/o Reception Desk

                                                                Grand River Employment & Training (GREAT)

                                                                P.O. Box 69, 16 Sunrise Court

                                                                Ohsweken, Ontario  N0A 1M0

 

 PRIVACY INFORMATION/ RECORDS MANAGEMENT OFFICER

 

Reporting Relationship

Reports to and works under the direction and supervision of the Ogwadeni:deo’s Lawyer  and adhere to the guiding values of the Code of Practice. 

 

PURPOSE AND SCOPE OF THE POSITION

The purpose of the Privacy Information/ Records Management Officer position is to oversee the development, implementation, maintenance of and adherence to privacy laws regarding the safe use and handling of protected client information. The Privacy Information/ Records Management Officer   is responsible for the Agency’s Privacy Program including but not limited to daily operations of the program, development, implementation and maintenance of policies and procedures, monitoring program compliance, investigation and tracking of incidents and breaches and ensuring clients’ rights in compliance with Part X of the Child, Youth and Family Services Act, CYFSA; Personal Health Information Protection Act, PIHIPA and any other relevant child welfare privacy legislations.

 

RESPONSIBILITIES AND SUPPORT TO OGWEHO:WEH FAMILIES, CHILDREN AND YOUTH

• Promotes the Ogwadeni:deo philosophy, goals and objectives
• Supporting Ogwadeni:deo in identifying the privacy needs, including maintaining the agencies privacy statement
• Drafting and revising policies and procedures with special attention to privacy considerations, ensuring compliance with current privacy legislation
• Reporting privacy breaches, both internally and externally as required by the agencies policy and legislation
• Maintain, monitor and revise consent processes and forms as required, including developing consents for specific events/situations
• Raising staff awareness of privacy considerations and policies, and guiding staff regarding consent requirements
• Processing release of records requests; where necessary, responding to families and legal representative requests requiring staff attendance as witness with the client record
• Preparing and distributing reports, and other prepared materials, as required
• Revise and monitor privacy audit processes and practices of systems, policies and procedures.

 

OGWADENI:DEO THE AGENCY

• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal and community networks.
• Demonstrates behavioural characteristics such as self-regulation, self-awareness, motivation, social skills and empathy.
• Demonstrates emotional intelligence and empathy in interpersonal relations
• Ensure objectives and targets are met and provide regular progress reports to Ogwadeni:deo’s lawyer.
• Collecting data for compiling, analyzing and reporting, as required (monthly operations, monthly client stats, quarterly and annual reports).
• Ensures effective and efficient delivery of service and processes in accordance with society policies and procedures, Ministry Regulations, Privacy Commission, Standards and Directives.
• Monitors and ensure efficient and responsible use of agency resources.
• Takes all reasonable steps to ensure the safety and well-being of staff.
• Actively organizes and participates in supervision as per the agency’s Supervision model.
• Excellent interpersonal skills including the ability to work cooperatively and collaboratively with internal and external resources and stakeholders.
• Excellent listening, verbal and written communication skills.
• Maintains continuity among the plan of careteam by documenting and communicating actions, irregularities, and continuing needs.
• Highly effective communication and collaboration skills.
• Superior ability to manage multiple change initiatives and work well under pressure to tight timelines.
• Ability to make effective decisions, exhibit sound and accurate judgment in a timely and objective manner.
• Demonstrated ability to delegate work assignments, set expectations and monitor desired outcomes.
• Comfortable working with diverse populations in the workplace
• Professional presentation skills.

 

HONEST AND MORAL CONDUCT

• Responding to complaints received at the Supervisor level.
• Any financial matters shall adhere to the financial policies.
• Assists as directed in ensuring that required financial and statistical reports (quarterly, annual, audit) respecting external government funding are prepared and submitted to the Community Commission for approval.

 

BEING TRUTHFUL AND CONSISTENT

• Coordinating logistical details for principal projects undertaken by Ogwadeni:deo’s lawyer.
• Participating in all Senior Leadership Team meetings and managing the logistical details.
• A good understanding and knowledge of the agency mission, values, agency policies and procedures, governance policies.

 

ASSISTING ONE ANOTHER

• Will have regular ongoing contact with a wide range of agency staff, Board Members, Community, Ministry and other stakeholders.
• Will have regular ongoing contact with the other Units in the agency, Senior Manager of Services; Manager of Services; Manager of Resources; Supervisors, Senior Staff and Director.
• Ensures the effective implementation of other duties as determined by Ogwadeni:deo’s lawyer.
• Performs other related duties as determined by Ogwadeni:deo’s lawyer required and are reasonable for the position.

 

WORKING CONDITIONS

Climate controlled workplace environment, occasional travel may be required, and possible exposure to infectious disease. This position can involve considerable mental and emotional stress, involving the interacting directly with staff who work in a high stress environment, with families experiencing highly sensitive issues and involving accountability for expenditure of significant financial resources.  The position is subject to an environment that may involve physically dangerous situations.

 

STRENGTH/SUPPORTIVE TO ONE

With the Ogwadeni:deo’s Lawyer and Community Commission:

Takes direction from and works closely with the Ogwadeni:deo’s Lawyer on a day-to-day basis in supporting the Ogwadeni:deo’s Lawyer in fulfilling his/her obligations

With other Ogwadeni:deo Managers and Staff Members:

Receives direction, guidance and discusses plans, priorities and interacts to ensure tasks are done efficiently and effectively, receives instructions, supervision; provides information, reports as required.  Courtesy, cooperation and teamwork with all staff

With the Community:

Promotes the Ogwadeni:deo Program in a courteous, cooperative and professional manner

 

SELF REFLECTING ON ACTIONS TAKEN

Errors in carrying out duties could result in financial cost and loss of credibility; errors in conduct could result in poor public relations; errors in duties could result in harm or injury to employees, and the public.

 

TAKING RESPONSIBILITIES

Works within the parameters set out in the Ogwadeni:deo Employment and Financial Policy and procedures as directed by the Ogwadeni:deo Lawyer.  Takes ownership and responsibility for the quality and timeliness of work commitments.

 

QUALIFICATIONS

Basic/Mandatory Requirements

The successful applicant:

• 2 year accredited College Diploma in Legal Office Administration or Law Clerk, or
• 2 year accredited College Diploma in Business Administration, or other related program, plus 2 years’ experience related to legal disclosures.
• Basic knowledge of the Child, Youth & Family Services Act and a basic knowledge of child protection proceedings.
• Basic Knowledge of Personal Health Information Protection Act.
• Expert knowledge of privacy standards and current legislation and requirements.
• Demonstrated ability to coordinate matters in the legal system that relate to lawyers, Ogwadeni:deo: deo staff, and members of the public involved in the court system.
• Knowledge of court rules and the relevant legislation and expectations of the court office and understanding of child protection clinical practice.
• A solid understanding of and sensitivity to the experiences of First Nations and Indigenous peoples in Canada, and the impact of the legacy of Residential Schools and the Sixties Scoop upon them is essential.
• Well-developed communication skills, including verbal, non-verbal, negotiation, presentation and listening skills
• Strong problem-solving, time management and organizational skills
• Competent in the usage of MSWord, Excel, Power Point, and other related programs.
• Must have Class “G” License in good standing.
• Must submit a favourable criminal reference check and vulnerable sector screening.
• Must be willing to work flexible hours.
• Will be Ogweho:weh in preference to other applicants.

 

Knowledge Requirements

• Ability to work within and promote the anti-oppressive practice of the organization.
• Excellent interpersonal skills to work co-operatively with support and assist the Ogwadeni:deo’s Lawyer, members of the Senior Leadership Team and the Community Commission.
• Excellent communication skills to relate effectively with staff and the public in a friendly and constructive way.
• Ability to manage multiple and competing priorities and to work well under pressure to tight deadlines.
• Maintain confidentiality; ability to handle the public with tact and discretion with a pleasing personality.
• Possess willingness to take direction and instruction.

 

Ability Requirements

• Relates and communicate effectively with Ogwadeni:deo’s lawyer and other staff
• Possess initiative and ability to work independently.
• Work is typically performed in office and community settings, involves some attendance at meetings that occur outside normal working hours
• Periodic exposure to smoke may occur from the burning of sacred medicines: tobacco, sweet grass, sage or cedar
• Continually monitoring all client cases during service delivery; High level of accuracy required; effectively plan, implement, monitor, and evaluate services provided and procedures. Works involves contact with angry and upset clients who have escalated their complaints to the Manager of Services office.