Freedom of Information and Protection of Privacy (FOIP) Coordinator (New position)

Transcription

1 Edmonton Catholic Schools is now accepting applications for the position of Freedom of Information and Protection of Privacy (FOIP) Coordinator (New position) Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 40,000 students and 4,000 employees in 90 schools and other sites. The job provides Freedom of Information and Protection of Privacy (FOIP) and records management services including accountability for the delivery and application of the Act as it would apply to Edmonton Catholic Schools. The incumbent is responsible for providing advice and assistance to district staff pertaining to information access and privacy. The incumbent brings together a range of services related to privacy, including consultation on best practices, developing and implementing privacy management frameworks. This job operates within the context of various legislative requirements and case precedents, government policy, and the practical realities of the district business. The job provides the appropriate level of responses to questions or requests for consultation. In addition the incumbent ensures that the operations of the district is in accordance with the Act while considering other pieces of legislation. The job is also responsible for the development of records management policy and procedures within the district in accordance with FOIP. For further information on this job opportunity, please contact Val Schlosser, Director, District Monitoring at Valerie.Schlosser- Legere@ecsd.net. Please a letter of interest and resume by 4:00 p.m., Monday, October 24, 2016 to: Valerie Schlosser, Director, District Monitoring at resumes@ecsd.net Prior to employment, successful candidates will be required to submit Police Information Check and Intervention Record Check documents. We thank all candidates for their interest. Only applicants considered for the position will be contacted. This is a full time, permanent, Out of Scope, Level 6 position with a salary range of $73, $92, to commence as soon as possible. The successful applicant s starting salary will be based on the individual s education, qualifications and directly related experience. Edmonton Catholic School District offers a comprehensive benefits program as part of its total compensation package. Primary Duties and Responsibilities: Assist requesters in applications for information access; Provide guidance and expertise to handle formal and informal information requests; Evaluate privacy complaints in accordance with the FOIP Act, Student Record Regulation, Alberta Education Act, and other relevant orders/acts; Advise on the development of strategies or frameworks for initiatives to ensure compliance with legislation; Advise and update the Director and Superintendent on a wide-range of requests and issues; Collaborate with departments to ascertain current records status and management practices. Qualifications: Degree in business, public management, public administration, or related area, plus five years directly related experience; Certification in Information Access and Privacy Program (IAPP), Certified Information Privacy Professional, Canadian Institute of Access and Privacy Professionals; Knowledge of records management and FOIP principles, practices and legislation; Understanding of current FOIP orders and reviews made by the Office of the Information and Privacy Commissioner of Alberta; Proficiency in statistical analysis software, electronic student records and reporting databases, Word, and electronic scanning technology; Strong analytical and problem solving skills with the ability to be pro-active, generate new ideas, initiatives, and approaches; Self-starter, independent thinker, and the ability to work under limited supervision. A complete job description is shown below.

2 JOB IDENTIFICATION: Incumbent: Vacant Current Classification Level: 6 Supervisor s Name: Location: Catholic Education Services Working Title: Freedom of Information and Protection of Privacy (FOIP) Coordinator Requested Classification Level: Supervisor s Working Title: Director, District Monitoring Department: Educational Planning Program: District Monitoring PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization. The job provides Freedom of Information and Protection of Privacy (FOIP) and records management services including accountability for the delivery and application of the Act as it would apply to Edmonton Catholic Schools. The incumbent is responsible for providing advice and assistance to District staff pertaining to information access and privacy. The incumbent brings together a range of services related to privacy, including consultation on best practices, developing and implementing privacy management frameworks. This job operates within the context of various legislative requirements and case precedents, government policy, and the practical realities of the District business. The job provides the appropriate level of responses to questions or requests for consultation. In addition the incumbent ensures that the operations of the District is in accordance with the Act while considering other pieces of legislation. The job is also responsible for the development of records management policy and procedures within the District in accordance with FOIP. JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in descending order of importance. 1. Information request process Assist requesters in applications for information access Provide guidance and expertise to handle formal and informal information requests Receive and process formal access requests for information Evaluate privacy complaints in accordance with the FOIP Act, Student Record Regulation, Alberta Education Act, and other relevant orders/acts Monitor and track the progress of information access requests Calculate fee estimates and collect fees for access requests 2. Communication and consultation Advise on the development of strategies or frameworks for initiatives to ensure compliance with legislation Advise and update the Director and Superintendent on a wide-range of requests and issues Work with Legal Counsel to provide legally defensible responses Create, update and support information on the District website and the portal pertaining to FOIP Advise principals, managers and senior management staff about information that can be released without a formal request 3. Records management Collaborate with departments to ascertain current records status and management practices Consult with departments in an overall needs assessment inventory Analyze requirements for new policy development including legal aspects Create new guidelines for records management based on stakeholder needs Develop new records management policy Advise and assist stakeholders in implementation of records management procedures Conduct audits to ensure compliance Revised September 23,

3 JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in descending order of importance. Review and revise policy and practices on a scheduled basis 4. FOIP activities Process and complete access requests, privacy complaints, reviews and inquiries Develop District guidelines and information packages for staff Advise staff on situations requiring privacy considerations Complete information requests from individuals, parents, agencies, and law firms Provide advice and Privacy Impact Assessments (PIA) and Information Sharing Agreements 5. Department activities Participate in unit meetings and contribute to short- and long-term strategic planning Complete projects managed by the unit Assist co-workers during peak periods and during absences Participate in special events and celebrations 6. Professional development Maintain technical knowledge through training professional development activities Participate in FOIP Coordinators Network meetings and training sessions Provide access, policy, practices and process awareness training Identify training needs Develop and deliver awareness sessions to foster and understanding among staff responsibilities under the Act PROBLEM SOLVING: Describe difficult or challenging situations the position is typically expected to solve; the degree of originality of the solutions; assistance available; and any problems or decisions that must be referred to a supervisor for resolution or approval To resolve a range of problems the incumbent requires knowledge of information, records and privacy management. The incumbent is often presented with a number of highly complex situations that depend on the ability to interpret various pieces of access and privacy legislation, regulations and protocols. The job is often required to provide analysis regarding the disclosure of sensitive information and outline or identify changes to business practices due to the implications of the legislation. All possible options must be evaluated based on the individual s knowledge of the FOIP Act, records, and assessment, and then report back to the requestor with recommendations or solutions. Un-anticipated issues are often related to the proliferation of technology and social networking. This type of challenge as well as district decisions regarding privacy or records management would typically involve collaboration with other departments. ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the size of the job. Attach a complete Organizational Chart that includes supervisor, peers, direct reports and staff. The job has multiple demands and the incumbent must balance competing priorities in a fast-paced environment with tight deadlines. The job has an impact across the District. Work is performed within the FOIP Act, Student Record Regulation and the Education Act. The incumbent has to manage client relationships and is accountable for achieving business plan goals and contributing to the objectives of the department. The incumbent is responsible for ensuring that the appropriate level of responses to questions or requests for consultation are provided. The incumbent has contact with schools and departments in handling and solving privacy requests or issues. In the records Revised September 23,

4 management capacity, the incumbent deals with departments, schools, unit staff, external stakeholders and general public. The incumbent ensures that the provision of access to information services is a well-understood and smoothly executed process that is fully compliant with legislated timelines and staff understand the value of access solutions provided, Organizational Chart Assistant Superintendent Office Manager Properties Planner Educational Planner Manager, District Programs Director, District Monitoring Director,, Transportation Services Partnership Development Coordinator Team Lead, District Monitoring FOIP Coordinator Research Assistant (4 jobs) REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job s purpose. Job Title Job Responsibilities CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.). Contact Nature and Purpose Frequency District staff To provide guidance and expertise Daily To respond to inquiries External stakeholders and the general To provide expertise and respond to inquiries On-going public Other school jurisdictions To provide and exchange information Network of professional contacts Legal Counsel FOIP Network Government of Alberta Office of the Information Privacy Commissioner and Service Alberta s FOIP Office To attend meetings on behalf of the District To obtain expert legal advice and guidance To collaborate and share information To attend meetings on behalf of the District To obtain advice and guidance To collaborate and share information Revised September 23,

5 Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job. Knowledge and Experience Competencies Degree in business, public management, public administration, or related area, plus five years of directly related experience Certification in Information Access and Privacy Program (IAPP), Certified Information Privacy Professional, Canadian Institute of Access and Privacy Professionals Knowledge of records management and FOIP principles, practices and legislation Understanding current FOIP orders and reviews made by the Office of the Information and Privacy Commissioner of Alberta Knowledge of program development and presentation techniques and principles Understanding of data collection techniques and research methodology Proficiency in statistical analysis software, electronic student records and reporting databases, Word, and electronic scanning technology Awareness of Occupational Health and Safety regulations specifically related to safe workplaces Knowledge of the district s policies, cultural environment, and business as well as operations of the educational system. Excellent oral and written communication skills Strong analytical and problem solving skills with the ability to be pro-active, generate new ideas, initiatives, and approaches Strong consultation, negotiations and conflict resolution skills Strong technical writing skills and the ability to convey complex information so that it is understood by a broad range of stakeholders Strong problem solving, analytical and needs assessment skills with the ability to assess complex situations quickly. Self-starter, independent thinker, and the ability to work under limited supervision Strong time management skills and the ability to balance competing priorities in a fast-paced environment with tight deadlines Ability to respond accurately, timely, and completely to FOIPrelated questions and inquiries maintaining strict confidentiality as required by FOIP legislation Attention to detail and ability to work with numbers and demographic data Ability to work in a team setting in a cooperative manner Signatures The signatures below indicate that the incumbent, supervisor and principal/director have read, discussed, and agreed that the information accurately reflects the work assigned. Incumbent Supervisor Manager This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District s human resources program. If you have any questions about the collection of this information, contact the Director, Human Resource Services at Revised September 23,