Information, Records and Privacy Specialist #26-138

Details

Full-time permanent—Recruitment #26-138 (Non-Union)

• Number of vacancies: 1 (existing vacancy)
• Division: Corporate Services
• Location: Main Office, 1300 Paris St., Sudbury
• Work location arrangement: Partial on site – the position requires a combination of regular on site and remote work. Reasons and schedules can vary, but worker attends on-site regularly (for example, each week).
• Salary: $101,992.80–$117,062.40 annually

Position summary

Reporting to the Manager, Information Technology, the Information, Records, and Privacy Specialist leads the agency‑wide records, information management, SharePoint Online information governance, and corporate privacy programs. The role establishes and governs frameworks, standards, and oversight mechanisms for physical and electronic information assets; acts as the organization’s subject matter expert on records and privacy matters; and ensures compliance with the Personal Health Information Protection Act (PHIPA) and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), IPC guidance, and organizational policy. The position supports Public Health Sudbury & Districts’ digital transformation by enabling secure, consistent, and accountable access to information while providing advisory input to IT‑led digital initiatives and emerging technologies.

Responsibilities

• Records Management Program:
• Administers and sustains the agency’s Records and Information Management (RIM) program for both paper and electronic records, ensuring compliance with MFIPPA, PHIPA, organizational policies, and recognized best practices.
• Develops, maintains, and governs corporate RIM instruments and oversees records retention, disposition, holds, and secure destruction, including approvals, documentation, and auditability.
• Defines enterprise-wide recordkeeping and retention requirements to be embedded into information systems and business workflows (e.g., SharePoint Online, EMR), in collaboration with IT, while excluding system ownership, administration, or technical configuration.
• Conducts periodic compliance monitoring and reviews, identifies risks or gaps, supports corrective actions, and escalates significant or recurring noncompliance to leadership.
• SharePoint Online Governance:
• Develops and maintains SharePoint Online governance standards, translating corporate records, retention, privacy, and information protection requirements into practical expectations for information architecture, metadata, content lifecycle, access, and auditability.
• Curates optional governance tools and resources for site owners (e.g., checklists, templates, quick references) and recommends a train the trainer approach, recognizing that operational training delivery and user support are led by IT.
• Participates in SharePoint governance reviews and provides recommendations when requested, including for high risk sites or recurring issues identified through IT reporting, escalating significant information governance risks to the Manager, Information Technology and/or Records Information Management Committee (RIMC), as appropriate.
• Privacy Program:
• Acts as the agency’s Privacy Officer, overseeing the corporate privacy program and privacy policies, practices, and controls in compliance with PHIPA, MFIPPA, and IPC guidance.
• Manages privacy incidents and statutory matters, including breaches, investigations, access, correction, inquiries, and complaints, ensuring timely response, escalation of high risk issues, and legislative compliance.
• Advances privacy compliance and culture through education and awareness, monitoring legislative and IPC developments, recommending updates, and maintaining privacy registers and summary reporting.

Requirements

• Degree in Business Administration or related field, or an equivalent combination of education and experience.
• Certificate in Records Information Management.
• Minimum five (5) years’ experience leading corporate privacy programs and three (3) years’ experience in records and information management/information governance, including development and application of classification and retention/disposition schedules in a multi program environment; ensuring compliance with PHIPA, MFIPPA, and IPC guidance; managing privacy incidents and statutory matters; and advancing privacy awareness, legislative monitoring, and required registers and reporting.
• Demonstrated experience advising on and governing SharePoint Online / Microsoft 365 for document and records management, including governance and compliance capabilities (e.g., Microsoft Purview concepts, retention and sensitivity labeling).
• Relevant professional certifications are an asset (e.g., CRM, IGP, Microsoft 365 certifications such as MS 900, SC 400, MS 700); interest in emerging capabilities (e.g., AI enabled content management) is valued.
• Knowledge of Ontario access and privacy legislation (MFIPPA, PHIPA) and records management best practices and standards (e.g., ISO 15489, ARMA GARP).
• Experience supporting or administering a privacy program in a public sector and/or health environment is an asset.
• Strong project coordination, analytical, and problem solving skills, with the ability to translate governance requirements into practical solutions and build collaborative relationships with IT, program areas, and leadership.
• Excellent written and verbal communication skills, including the ability to develop and deliver training, user guidance, and awareness materials; proven discretion with sensitive information; ability to work both independently and collaboratively.
• Advanced oral and written proficiency in English is required.
• Advanced oral and written proficiency in French is an asset.
• Satisfactory Criminal Record and Judicial Matters Check (CRJMC).
• Maintains a mean to travel on an occasional basis, such as having a current valid driver’s license and access to a vehicle.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

Why work at Public Health?

Learn more about why you might want to work for us! Learn about our benefits, pension plan, wellness, flexible and inclusive work environment, and more.

Send resumés with cover letter to:

Human Resources, Corporate Services Division

Public Health Sudbury & Districts

1300 Paris Street, Sudbury, ON P3E 3A3

Email: recruitment@phsd.ca

Please include the recruitment number in the subject line.

Please include your cover letter and resumé in one PDF or Word document.

Application deadline

The posting will remain open until Monday, May 4, 2026, at 4:30 p.m.

We wish to thank all applicants for their interest in this position; however, only those invited for an interview will be contacted.

Accessibility and inclusivity

Public Health Sudbury & Districts is committed to creating an accessible, inclusive, and diverse workforce. We welcome applications from all qualified individuals, including Indigenous people, persons with disabilities, and persons of any race, sexual orientation, gender identity and expression.

Eligibility

To be considered for this position, applicants must be legally eligible to work in Canada.

Applications must include a WES/ICAS evaluation if degrees or diplomas were earned outside of Canada. Applications submitted without a WES/ICAS document will not be considered.

Accommodations

If contacted for an interview, and you require accommodation, please notify us by emailing recruitment@phsd.ca or calling 705.522.9200, ext. 570. We will work with you to meet your needs.

Use of artificial intelligence

Please note that the Microsoft Dictate tool or similar artificial intelligence technology might be used during the interview process to help document candidate responses.