Full job description

As part of the Mapping and Information Resources Branch, the Information Management Section (IMS) is a dynamic, inclusive section made up of three collaborative units that provide IM support to ensure that the ministry's data, information and application assets are managed in accordance with relevant legislation and OPS policies.

At IMS, we recognize that flexibility is vital. We take our work seriously and want to enjoy doing it! We embrace and celebrate differences. We look for diversity and inclusion when we hire top talent. We have great respect for our strengths, perspectives, opinions and lifestyles. We have high expectations of each other, but even higher expectations of ourselves. We love the clash of ideas that lead to better solutions. Challenging the status quo is encouraged. Collaborating will allow us to push forward. If this sounds like a good fit for you, come and join us!

The Information and Privacy Unit is a small team (1 coordinator and 8 staff) that process Freedom of Information (FOI) requests, provide expertise on access to information, privacy, and protecting personal information, and coordinate responses to privacy breaches for the ministry.

Note: This position is located at 300 Water Street in Peterborough. Due to COVID-19, remote work arrangements are currently in effect. The employer is willing to consider remote work arrangements beyond Covid-19, however, attendance at the office will be required from time to time or as needed.

What can I expect to do in this role?

In this role you will:

Provide support services in the administration and implementation of the Freedom of Information and Protection of Privacy Act by managing information, responding to routine inquires, processing mail, preparing and editing correspondence, maintaining administrative functions of a case management system

Provide general administrative, clerical, and financial support services by making travel, meeting, training and interview arrangements, and logistics, purchasing supplies, reconciling purchasing card statements, reconciling revenue

Act as administrator of request-processing software and primary contact for office equipment

Work with Unit and Section staff to maintain/update information on the IM Portal and to draft FIPPA communications

What you bring to the team:

You think digital by default and embrace new ideas that put users first to find the best solutions and develop agile and flexible policies.

You believe diversity and inclusion helps create the best conditions for people to achieve the best results, knowing the best ideas come from everywhere and everyone.

You are solution oriented and know how to get the job done.

You champion and empower your team and those around you.

How do I qualify?

Administrative Knowledge and Experience:

you have knowledge of, and experience in, office administration policies, procedures and practices associated with administration and financial services and records management;

you have knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA);

you have basic knowledge of arithmetic to support financial duties and to verify and accurately record fee calculations and payments

Communication and Interpersonal Skills:

you can work productively in a team environment on common and inter-dependent deliverables;

you have tact, diplomacy and good oral and written communication skills to convey information to a broad audience;

you can prepare and edit correspondence including letters, minutes of meetings, reports, technical papers and memoranda for signing, ensuring accuracy of grammar, spelling, punctuation and conformity to format and standards

Problem-Solving, Attention to Detail and Prioritization Skills:

you can handle inquiries, maintain database and information flow, and deal with situations that arise;

you can manage diverse workload and tasks;

you have attention to detail skills and discretion to adhere to the requirements of FIPPA and operating procedures

Other Essential Skills:

you are proficient with computers and computer software programs such as Windows, Microsoft Office, case management and redaction software and database software;

you have experience operating and maintaining various types of office equipment, i.e. copiers, scanners and printers

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti- Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit theOPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the application instructions below if you require a disability-related accommodation.

Additional Information:Address:

1 Permanent - Full Time, 300 Water Street, Peterborough, East Region

Compensation Group: Ontario Public Service Employees Union

Understanding the job ad - definitions

Schedule: 3.7

Category: Administrative and Support Services

Posted on: Wednesday, February 2, 2022

Note:

Effective October 1, 2021, the OPS COVID-19 Safe Workplace Directive requires all Ontario Public Service employees to provide proof they are fully vaccinated, meaning they are fully vaccinated as defined by the Ministry of Health (refer to: COVID-19 Fully Vaccinated Status in Ontario ), including 14 calendar days have passed since receiving their final dose of the COVID-19 vaccine.

Employees who do not provide proof of full vaccination will be deemed ‘not vaccinated' under the Directive and will be required to attend a vaccine education program and undergo regular rapid antigen testing. Employees who are not vaccinated under the policy with a valid medical exemption will not be required to attend a vaccine education program but must undergo regular rapid antigen testing.