Access and Privacy Manager, Records, Information and Privacy

Position summary

Reporting to the director, records, information and privacy, the access and privacy manager is responsible for administering the College of Physicians and Surgeons of BC’s (CPSBC) obligations under the Freedom of Information and Protection of Privacy Act (FIPPA). The incumbent interacts with CPSBC’s executive and senior management to provide advice on complex and sensitive freedom of information and privacy matters, and develops effective trust-based working relationships with the Office of the Information and Privacy Commissioner. The manager provides support in the management of effective freedom of information and protection of privacy programs at CPSBC and participates in the planning and formulation of departmental objectives, plans, policies and procedures to ensure accomplishment of business objectives.

Duties and responsibilities

Duties include but are not limited to the following:

Freedom of Information

• Manages and completes FOI requests, some of which are highly complex and involve a large number of records, including identifying and collecting records from program areas; processing, reviewing and redacting records in compliance with FIPPA; preparing fee estimates, notifications to third parties and time extensions, where appropriate; reviewing requests completed by team members to provide quality assurance; mediating with the Office of the Information and Privacy Commissioner (OIPC) in request for reviews; preparing and organizing review materials for the OIPC; and managing the process and progress of all FOI requests to ensure compliance with FIPPA.

Privacy

• provides support to the director, records, information and privacy in the management of effective freedom of information and protection of privacy programs at CPSBC
• prepares and reviews Privacy Impact Assessments (PIAs)
• develops, recommends and implements the privacy audit program, and conducts privacy audits
• investigates reported privacy breaches. Completes privacy breach reports in accordance with  CPSBC and OIPC procedures; assists in preparing breach notification letters; makes recommendations regarding preventative measures; prepares reports for the OIPC, where appropriate; and considers guidance from OIPC in decision-making
• reviews contracts, information sharing agreements and other CPSBC agreements to ensure terms and conditions are consistent with the requirements of FIPPA, participates in the drafting of information sharing agreements; and provides expert advice to CPSBC program areas in matters of collection, use, retention and disclosure of information

General responsibilities

• provides support in the management of effective freedom of information and protection of privacy programs at CPSBC
• supervises and works closely with the Access and Privacy Analyst
• Assess current systems and processes and see where updates and improvements can be implemented
• interacts with executive and senior management, exercising considerable discretion and providing advice on sensitive and complex FOI, privacy and complaints matters
• develops and maintains effective trust-based working relationships with the OIPC and with CPSBC staff in order to facilitate the resolution of issues
• maintains current working knowledge and accurately applies relevant federal and provincial statutes and regulations and departmental policies and procedures, and ensures managers are kept informed of developments and their implications
• supports the development of a training strategy and develops and provides privacy and FOI training when needed
• provides input and recommendations in the planning and formulation of departmental objectives, plans, policies and procedures to ensure accomplishment of business objectives and to mitigate risks
• develops, facilitates and maintains an effective corporate approach to the management of FOI requests and privacy matters
• maintains a tracking system of FOI and privacy-related matters
• with the director, prepares quarterly summaries of statistics for the Chief Legal Counsel and Registrar/CEO
• continually seeks, establishes and implements ‘best practice’ techniques, and develops opportunities for reducing risk and achieving efficiencies
• performs other related duties that do not affect the nature of the job, including conducting special studies, making presentations and participating in task force, project teams and committee work.

Decision-making

• review FIPPA requests to determine appropriate responses, and makes decisions on disclosure of College records
• recommend courses of action for disclosing information of complex and sensitive nature in the custody and control of the College and its registrants’ private health-care facilities
• negotiate and mediate with the portfolio officers of the Office of the Information and Privacy Commissioner to facilitate a settlement of the issues concerning outstanding reviews and complaints
• review legislative initiatives, regulations, policies, programs, information sharing agreements, and information systems to ensure compliance with FIPPA and other federal and provincial privacy statutes
• review, prepare and, in consultation with College legal counsel, finalize the submissions in the written inquiries before BC's Information and Privacy Commissioner
• design and deliver training sessions and responds to inquiries on access and privacy issues
• direct and supervise the Access and Privacy Analyst to ensure compliance with the priorities of the department and the policies of the College

Skills and qualifications

Required skills and qualifications include:

• bachelor’s degree in a related discipline supplemented by industry recognized professional courses, such as International Association of Privacy Professionals (IAPP) certification.
• considerable experience processing FOI requests of varied complexity, communicating with senior level staff and organizations including the OIPC, completing Privacy Impact Assessments, including for complex Information Technology (IT) systems and environments and completing Information Sharing Agreements.
• or an equivalent combination of education, training and experience

The compensation range for this position is $70,000 to $82,000 per year.