Records Centre Coordinator - London, Canada - Thames Valley District School Board

Thames Valley District School Board

Verified Company

London, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

2024 May 07

Records Centre Coordinator (1.0 FTE, 12 month)

LOCATION:
Resource Services, Leathorne

BAND:
F

HOURS OF WORK: 8:30 a.m. - 4:00 p.m. (Subject to Article 15.01(b))

RATE OF PAY:
$ per hour;

DATE OF VACANCY: 2024 May 13

DUTIES AND RESPONSIBILITIES:

Information technology, computer, project management and facilitation skills in order to oversee the daytoday activities of the Records Centre;
Experience in a coordinating role overseeing largescale, ongoing projects involving multiple departments/employees;
Requires superior organizational, prioritization and time management skills in order to coordinate with Board Services and other employees to produce records held at the Records Centre in response to subpoenas, litigation, and Freedom of Information requests;
Requires excellent interpersonal skills with effective communication skills, both orally and in writing as the incumbent is required to present to, and train, staff members on best practices and Ministry standards regarding OSRs and Records Centre processes to mitigate risk and loss and increase knowledge;
Experience creating materials for, and facilitating, training for employees;
Update applicable guidelines, policies and procedures, and create documentation, as required, in alignment with the _Education Act-Ontario_ and current legislation;
Advise schools on the creation, distribution, transfer, and recreation of OSRs, work with Privacy Officer on incidents of breach/loss regarding OSRs, and liaise with Ministry of Education personnel as required regarding updates to OSR process;
Knowledge of Ministry of Education documents and directives—experience working with OSRs is an asset;
Ensure compliance with Ministry directives, the _Education Act-Ontario_, and TVDSB's internal procedures and processes regarding OSR standards and requirements;
Collaborate with the Records and Privacy Officer and ONSIS Coordinator to find solutions related to OSRs or school storage needs and identify areas of concern and opportunities to enhance training for school staff;
Provide guidance to the Records Centre Assistant and Records Centre Clerk on questions related to transcripts and graduation requirements;
Respond to requests from third parties for psychological or speech and language assessments, as well as requests from law firms for other documentation;
Verify documentation issued by the Records Centre adheres to Ministry and board standards;
Contribute to largescale projects as directed by the Records and Privacy Officer;
Mitigate risk to the board by maintaining confidentially with OSRs and board archives;
Lead any complex searches that may require escalation or the involvement of the Records and Privacy Officer, Superintendents, Senior Administration, and/or Principals;
Provide direction and coordinate activities regarding OSRs during school closures;
Update information and act as the administrator for both the Records Centre Helphub Knowledge Items and SharePoint pages;
Coordinate and oversee the shipment of inactive board records to the Records Centre, ensuring that records are kept for their lifecycle, and obtaining destruction approval when necessary;
Manage inventory list to ensure list includes proper description, records series, and destruction dates for each box;
Respond to Ontario Student Record requests from both internal and external schools;
Create charts, templates, and graphs to accurately capture Records Centre inventory and projected growth;
Process, initiate, and respond to privacy breaches at the direction of the Records & Privacy Officer;
Process, initiate, and respond to Privacy Impact Assessments in the absence of the Records and Privacy Officer; and
Other duties as required

QUALIFICATIONS:

Completion of a two (2) year Post-Secondary Diploma in Business, Administration or equivalent;
Training or education in records management or equivalent is highly desirable
Completion of, or willing to complete, Design for Privacy and Information Management course via University of Guelph;
A minimum of three (3) years of related experience working with records within a secondary school/alternative and continuing education environment/mid to largesize organization;
Basic understanding of Canadian and international privacy laws an asset; and
Competency using Microsoft Office
Keyboarding skills (35 w.p.m.), and the ability to use Word and Excel are required.
Skills assessment will be required

EXPIRY DATE: 2024 May 14

**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 accordanc