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

    Thames Valley District School Board
    Thames Valley District School Board London, Canada

    1 week ago

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    Description

    JOB SUMMARY

    : Reporting to the Records and Privacy Officer, the Records Centre Coordinator acts as the board's subject matter expert regarding the requirements and storage of any board records with long-term storage kept at the Records Centre. They are the subject matter expert regarding the lifecycle of the Ontario Student Record (OSR) and provide direction and training on the contents and best practices to all staff. The role involves creating and delivering training on related topics, providing knowledge and guidance on Ministry standards and internal documentation, and collaborating with, and leading, other employees when working on related projects. The Records Centre Coordinator must be experienced and knowledgeable with all applicable legislative statues, guidelines, and requirements regarding education and student records.

    DUTIES AND RESPONSIBILITIES:
  • Information technology, computer, project management and facilitation skills in order to oversee the day-to-day activities of the Records Centre;
  • Experience in a coordinating role overseeing large-scale, 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 large-scale 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;
  • Create folder structures and templates, and apply metadata within an Electronic Document Management System (Laserfiche);
  • 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 large-size 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
    • 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.
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