Records Management Advisor

The Privacy and Information Management Office (PIMO) is a unit within the General Counsel Office (GCO) of Legal Aid Ontario (LAO) responsible for recordkeeping, access to information and privacy (RkAP). Reporting to the Manager of PIMO, the Records Management Advisor will work as part of a team to manage day-to-day activities in the area of records management. The successful candidate will provide expert advice to the organization on managing business records in a digital-first workplace and across multiple IT systems.

• Monitor, review and update LAO policies and practices in relation to records management to ensure compliance with legislation, directives, standards and "best practices"
• Establish and communicate records management policies and standards, and provide training and guidance to staff
• Collaborate with internal clients to ensure compliance with records management requirements on a wide range of program and system development initiatives, advancing a scalable, risk-based "by design" approach that embeds the records management lifecycle
• Provide advice, guidance, oversight and support for LAO's records management compliance with the Ontario Public Service's Governance and Management of Information and Data Assets Directive and Corporate Policy on Recordkeeping, Access and Privacy and other applicable directives and policies, including contributing to an information and data governance framework, and advising on issues such as data ownership, classification, retention and metadata standards
• Track organizational compliance and maturity through the creation of reports
• Assess and report on the records management capabilities of third party vendor products, and advise staff procuring goods and services
• Research and advise on the records management impacts of developing trends, such as artificial intelligence and information and data governance
• Draft briefing notes on records management issues for the Manager
• Lead enterprise-level projects related to records management, such as LAO's Directory of Records
• Maintain and advise the organization on LAO's Records Schedule
• Guide business areas on the selection of existing record series, and lead and support the development of custom record series, as required
• Participate in professional networking groups and other activities to keep current with the practices of other similar organizations and levels of government
• Monitor and respond to email and telephone inquiries
• Other duties as assigned

• A university degree in a related field (e.g. information sciences, information management, public administration), or an equivalent of education and experience
• At least three (3) years of experience in records management and information and data governance in a public or private sector organization, or equivalent experience
• Knowledge of and/or experience with the Archives and Recordkeeping Act and the Ontario Public Service's Governance and Management of Information and Data Assets Directive and Corporate Policy on Recordkeeping, Access and Privacy
• Knowledge of records management by-design principles and processes
• Experience developing record series
• Experience delivering training
• Must be self-directed and take ownership over work assignments and be capable of working with minimal supervision
• Computer proficiency and experience with information management technologies, including the records management functionality in Microsoft 365
• Experience effectively managing a high number of competing priorities
• Demonstrated analytical, interpersonal, facilitation, oral/written communication, conflict resolution and problem solving skills
• Knowledge of government procurement processes is an asset
• French language is an asset


Please include a cover letter in your application explain why you should be considered as a strong candidate for this role. Only those candidates selected for an interview will be notified.

Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set up their Candidate Profile if applying on Njoyn. As an applicant, it is your responsibility to ensure that you check your email regularly.

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