Records and Privacy Officer
The Thames Valley District School Board (TVDSB) is the fourth largest school board in Ontario and a major employer in one of Canada’s fastest growing regions. Our inclusive and diverse board serves 83,000 students and employs nearly 12,000 staff across the City of London, Elgin, Middlesex and Oxford Counties, Chippewas of the Thames First Nation, Munsee-Delaware Nation and Oneida Nation of the Thames. We offer competitive benefits including a pension program and comprehensive mental health and well-being support. Best of all, every role at TVDSB directly supports the success of children and families in YOUR community. Join TVDSB to build each student’s tomorrow, every day!
RECORDS AND PRIVACY OFFICER
JOB TITLE: Records and Privacy Officer
LOCATION: Education Centre
SALARY RANGE: $77,653 – $102,693
HIRING RANGE: $77,653 – $99,111
DATE OF VACANCY: As soon as possible
APPLICATION DEADLINE: 2025 May 30
POSITION SUMMARY:
The Records and Privacy Officer oversees the day-to-day responsibilities of records management and privacy for TVDSB, implementing, and coordinating projects of all sizes to ensure compliance with board procedures and legislative requirements in the area of privacy and records management. The Officer will act as the subject matter expert to all staff members and members of the public for any records and privacy-related inquiries.
KEY RESPONSIBILITIES:
- Oversee records and privacy for the board, acting as subject matter expert on the interpretation, implementation, and adherence to records and privacy-related matters (legislative/board processes) for all staff members
- Address any privacy concerns voiced by students, parents, employees, and members of the public
- Sit on committees (Video Surveillance, R&A, Information Technology Systems (ITS), Consolidation, etc.) to speak on behalf of related records and privacy matters
- Oversee a comprehensive organizational records and privacy program to ensure Board compliance with all applicable legislation, including strategies, controls, policies, and procedures to also assist with the implementation of recordkeeping and privacy risk management, including the assessment of vulnerabilities through oversight testing and reporting as required
- Conduct Privacy Impact Assessments (PIAs) for any apps/websites/software that are may be used by staff/teachers/students/public
- Update procedures and policies, as well as resources, as required
- Coordinate with employees at all levels of the organization to address the collection, use, and disclosure of personal information
- Investigate suspected and confirmed breaches and implement corrective strategies and additional training/support as needed
- Report and respond to the Information and Privacy Commissioner of Ontario (IPC) regarding breaches and privacy complaints
- Write reports and recommendations to senior management
- Implement action items from Privacy Audits and/or IPC decisions; Supervise Records Centre staff
WORK PERFORMED:
- Act as the subject matter expert for day-to-day records and privacy questions from employees and members of the public, including questions of consent, access, retention, disposition, etc.
- Complete Privacy Impact Assessments on any applications (software, websites, etc.) that the board may consider implementing
- Present to employees on records and privacy-related topics and create resources
- Respond to privacy breaches and incidents according to TVDSB’s Breach Protocol Procedure, reporting to the IPC when required
- Work on large-scale projects involving multiple departments/board-wide initiatives
- Oversee the archives program: acceptance and donation of items, provide historical information to requesters (internal and external), loan items for reunions, adhere to Rules for Archival Description (RAD), author and update any applicable documentation concerning how TVDSB determines what is classified as archives, organize archives for closing schools, and determining if items can be marked as “closed” or “open”
QUALITIES/SKILLS/SPECIALIZED KNOWLEDGE:
- Knowledge of provincial legislation regarding student records, privacy, and access laws, including MFIPPA
- Possess group facilitation and presentation skills
- Proficient in computer systems such as Outlook 365, MS Office Suite, Teams etc.
- Excellent interpersonal skills with effective communication skills, both orally and in writing;
- Ability to work both independently and part of a team
- Strong problem-making skills and the ability to make decisions
- Ability to work with and assist fellow employees and members of the community; and
- Ability to coordinate multiple large-scale projects
EDUCATION/EXPERIENCE AND QUALIFICATIONS:
- At least 5 (five) years experience working within a municipality, preferably in a records, privacy or related-subject role
- Completion of a two (2) year Post-Secondary education in Business, Administration or equivalent
- Completion of the Privacy and Information Management certificate an asset; or working toward or willing to complete
- Leadership/supervisor experience an asset
The recruitment process requires a criminal background check for work with vulnerable persons.
Please note it is the responsibility of the applicant to ensure that the application is received by Human Resources on or before the deadline date.
If you were educated outside of Canada, you must have your certificates and/or diplomas or degrees assessed against Canadian education standards. This will enable you to provide proof of Canadian equivalency when applying for a job. The Alliance of Credential Evaluation Services of Canada is a membership organization that offers fair and credible academic credential assessment services in Canada. (NOTE: This is different from translating credentials into English).
Please apply via email with proof of academic qualifications by 2025 May 30 at https://tvdsb.knighthunter.com
The Thames Valley District School Board is committed to equity and inclusion in the recruitment of qualified staff who reflect and support the diverse perspectives, experiences and needs of our students and school communities. The Thames Valley District School Board seeks to ensure that all recruiting processes are non-discriminatory and barrier-free and will provide accommodations to applicants in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please inform the Human Resources team member indicated below of the nature of any accommodation(s) that you require.
A. Torchia, Staffing Specialist, Human Resources
We thank all applicants, however, only those selected for an interview will be contacted.
