Job Description
Position
We at Raise are hiring right now for one of our Clients. If you’re interested, apply below for your chance to join a great place to work.
RESPONSIBILITIES
Through this engagement the ministry is looking to partner with a vendor to provide just-in-time staffing–experienced professionals who specialize in various aspects of FOI requests to augment the ministry’s existing capacity on an as needed basis.Vendors can partner / subcontract with other vendors for the deliverables in this RFS. The ministry may select one or more vendors to enter an SOW for the deliverables outlined in the RFS.Staff Augmentation / FOI Processing Support
Resource Plan :
Develop a plan for just-in-time staffing needs, that can be quickly deployed alongside existing ministry staff or vendor in-house specialists that can support various aspects of processing FOI requests. This will allow the ministry to better manage increased FOI requests, backlog of requests, and or provide support to the ministry during staff shortages, vacation, or long-term absences.FOI Processing Support
The Vendor will provide the Client with end-to-end FOI processing services. The Vendor’s team of experienced FOI professionals will provide ongoing, ‘just-in-time’ FOI support, including but not limited to :
End-to-end request processing and management covering all stages of a request, from intake to final response.Bulk conversion of raw files into sorted, de-duplicated and combined PDF records.Line-by-line records review / redaction and expert disclosure recommendations to comply with applicable FOI legislation.Preparation of an index of recordsSecure electronic file delivery for sending response packages to applicants and other parties.Expert advice and support with review and complaint files from the Information & Privacy Commissioner (IPC).Ad-hoc FOI advice, coaching and other services as needed.Intake
Establish a dedicated, secure encrypted file sharing protocol to enable the Client to submit FOI requests directly to the Vendor and share records between the organizations.Open the request for tracking and create a file for processing records.Assess the request for s.24 (e.g., verify consent / authorization required, etc.)Calculate legislated due date.Prepare and send acknowledgment to the applicant.Complete other Intake tasks as required (clarification, forwards / transfers, time extensions, etc.)Gathering Records
Notify the Client when the request is ready for records search and gathering.Support the Client’s search and gathering efforts with documentation and timeline monitoring to ensure a thorough and timely search.Calculate fees and draft / send correspondence as applicable and in compliance with legislated timeframesPreparing Records
Sort, vet, and convert gathered records into combined, review-ready PDF file(s), manually or using processing software.Identify and remove duplicate records, including redundant email threads.Notify client of corrupt, incomplete, or missing files.Records Review
Verify key request details and conduct an initial, high-level review to vet records for :Completeness and responsiveness to the wording and timeframe of the requestApplicant name, type (e.g., individual, business, etc.) and right-of-access to the records.Start date, legislated due date and anticipated processing time required.Potential harms, sensitivities and other disclosure considerations provided by the client.Identify and action records of other public bodies or third parties requiring consultation.Complete a line-by-line review and prepare a “redline” outlining mandatory anddiscretionary severing recommendations compliant with legislation and client input.Ensure a secondary quality assurance or “peer review” is completed if needed to ensure minor human errors, inconsistencies, questions, etc. are caught and addressed prior to client approval and disclosure.Final review and approval by the delegated head of the public body
Send the prepared redline and other response materials to the Client for final review and approval.Facilitate any final changes or adjustments as needed and / or directed by the clientResponse / Disclosure
Prepare final records response package with approved redactions applied.Prepare an index of records that includes :Document number and description of each record;Indication for each record whether access granted or refused or whether part or parts of the record severedFor each record or part of a record refused, the provision of the Act under which access refusedFor each record or part of a record refused, the reason the provision applies to the recordDeliver final response materials to the applicant electronically using the Vendor’s encrypted file sharing protocol / secure file transfer site.Quality Control –
The Vendor must define the quality control plan or process – including measurement methods – that it will use to monitor and report on its performance for the Client. The quality control plan is subject to approval by the Client.Contingency Plan –
The Vendor must identify potential areas where problems may arise, and the plan for minimizing risk to the Client. The contingency plan must be approved by the Client.QUALIFICATIONS
To take on the role of the Freedom of Information and Privacy Analyst, you must have :A university degree in related field (e.g., Public Administration or Law) with two years’ progressively responsible experience in a public-sector or educational environment, or an equivalent of education and experience;Thorough understanding of the Ontairo Freedom of Information and Protection of Privacy ActKnowledge of best practices, principles and procedures applicable to freedom of information and privacy;Knowledge and understanding related policies, procedures and other relevant legislation;Demonstrated research, analytical and problem-solving skills;Proven ability to communicate effectively both orally and in writing;Understanding of records retention, retrieval and disposition;Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality;Proven ability to organize and coordinate a diverse number of projects;Proven ability to work under pressure in order to meet frequent deadlines;Proven ability to prepare accurate reports and summaries;Proven ability in promoting equitable practices which value inclusiveness and diversity; andProficient computer skills including word processing, spreadsheet and database applications, presentation packages, records management classification system, email, internet, etc.Special Requirements :
May be required to work evenings and weekends, sometimes with minimal or no notice in order to meet operational requirements.