PCAS24-039- Privacy & Disclosure Triage (Regular Complement)

At Peel CAS, our mission is to protect children and strengthen families & communities through partnership. We are currently seeking the following professional to join our team:

Job Title: Privacy and Disclosure Triage
Department:  Strategic Data Intelligence  
Location: Peel CAS, 25 Capston Dr. Mississauga, Ontario
Application Deadline: July 31, 2024
Salary Grade: 13 Union ($53,033-$65,877)

ROLE

Reporting to the Manager, Information Management & Disclosure, the Privacy & Disclosure Triage position provides a variety of administrative support and customer service to enhance the efficient functioning of the department.  Information is a vital organizational resource, and Peel Children’s Aid Society depends on accurate, readily available information to assist in management decision-making, provide litigation support, improve organizational efficiency, document compliance with legislative and regulatory requirements, and to provide historical reference.

PRINCIPLE RESPONSIBILITIES

• Provides guidance and support to the internal and external stakeholders (e.g. clients, former clients, general public, etc.) regarding the process of obtaining client information.
• Prioritizes all incoming requests for information (including in-person walk ins, emails, calls, etc) from internal and external sources.
• Carries out administrative support functions, including file maintenance, bring forward systems, distribution, classifying, coding, data entry and fax distribution etc.
• Processes correspondences, reports, summaries, forms and related materials as required.  While monitoring the disclosure email and voicemail boxes, and forwarding it over to appropriate staff
• Answers calls, verifies client personal information and identification both in-person and virtual, answers client inquiries and receives legal documents and consults with Privacy Officer.
• Completes people searches in client systems (CPIN, CWIS & Fastrack) and identifies appropriate person record for use in requests for information.
• Open requests in CPIN, Scans, renames files, compiles statistics and reports on activities, and input data information into computer systems while maintaining accuracy and consistency
• Responds to requests by searching, locating, retrieving current and historic records or information stored in our electronic databases in a timely manner.
• Examines work process and explores opportunities for improving efficiencies through technology, elimination or altering of work processes and make recommendations to Part X Coordinator, Manager, Information Management & Disclosure and the Privacy Officer.
• Liaising with internal and external stakeholders (e.g. lawyers, adoption providers, treatment providers, etc.) regarding aspects of records and disclosure.
• Processes follow up inquiries and ensures successful outcomes to the best of their abilities.
• Attends meetings and processes minutes, as required.
• Perform other duties as required.

QUALIFICATIONS

• Post-secondary diploma in Office/Business Administration, Records, Information Management or approved equivalent combination of education and experience.
• 2-3 years related experience with records and information management, including demonstrated aptitude in working within a fast passed client service focused environment with sensitive, contentious and confidential requests.

JOB SPECIFICATIONS/COMPETENCIES

• Ability to work collaboratively as a team member with a strong orientation towards customer service and user satisfaction.
• Demonstrates analytical and problem-solving skills; ability to work independently towards specific objectives, with minimum supervision.
• Demonstrates ability to think on your feet and knowing when to consult.
• Excellent customer service skills and conflict resolution/de-escalation skills
• Excellent attention to detail while performing data entry and verification of data and personal information.
• Self-motivation and solid organizational and time management skills to efficiently and effectively manage workload, deal effectively with multiple demands and maintain composure while progressing toward desired outcomes.
• Excellent verbal and written communication skills for clarifying inquiries received from clients (internal & external)
• Ability to plan and organize work; detailed-oriented and committed to continuous quality improvement.
• Knowledge of CYFSA specifically Part X.
• Additional education related to Privacy and Information Management are an asset.

• Maintains records in accordance with Part X of the CYFSA and agency policy and procedures.
• Maintains confidentiality and discretion in having full-access to personal and business information pertaining to personal information requests

• Maintain professionalism in all interactions with internal and external stakeholders. Good computer skills, including Word, Excel, Outlook, Powerpoint, PDF editing software.
• Bilingual in French and English is an asset.

HOURS OF WORK

• 9am-5pm, Monday to Friday
• Working hours may vary and applicants must be flexible to work outside of standard office hours.

WHAT WE OFFER:

•  Competitive salary and a generous compensation and benefits package 
• Semi-private hospitalization and prescription drugs coverage 
•  Flexible options for hybrid remote work
•  Employee Assistance Plan
•  Interactive Employee Wellness Programs
•  Extensive Training & Development opportunities
•  Introductory Webinars (WHMIS, AODA, Health and Safety)
•  Generous Pension Plan through OMERS (part-time and full-time employees are entitled to enroll)
•  Onsite Gym
•  Staff Lounge

WHO WE ARE:

Child welfare is a rewarding career option that enables caring individuals to support the community and make a positive difference in the lives of children, youth, and families. As the third largest CAS in the province, we are proud of our ongoing innovation and leadership throughout the sector. Seeing well over 10,000 families a year, Peel CAS has the lowest number of children and youth in care per capita across Canada. 99% of the work we do is with children, youth, and families in their own homes. We are also home to the Child Welfare Immigration Centre of Excellence (CWICE) which is the centralized service inntario that supports child welfare organizations on cases involving unresolved immigration, settlement, or border-related issues. In addition, Peel CAS offers extensive programming dedicated to youth success through our Trailblazers Youth Centre, developed and led by youth to access exceptional services and supports to thrive, belong, build life-long connections and position themselves as leaders. 

As an equal opportunity employer, we value Diversity, Equity, and Inclusion (DEI). We are grateful that our workplace diversity is representative of the communities that we serve and are committed to creating an inclusive environment where all employees feel like they belong. Should you require accommodation during the recruitment and selection process please contact us at tkhaira@peelcas.org  

Peel Children's Aid Society is committed to diversity in the workplace and is an Equal Opportunity Employer. Should you require accommodation during the recruitment and selection process, please inform People & Culture so that we can ensure your equal participation in this process. We are aware of a scam claiming to offer employment on behalf of Peel CAS. Please note that we only contact individuals who have applied for positions posted on our website, and always conduct interviews with selected candidates. We do not contact prospective candidates via text message. Learn more about employment scams.