Come work as a Freedom of Information Administrator with Vancouver Coastal Health (VCH)!

Reporting to the Manager, Freedom of Information, the FOI Administrator provides confidential administrative functions to the Freedom of Information (FOI) Office. The FOI Administrator serves as a vital linkage and communication source to keep the team informed and aligned to its priorities. Responsibilities include: coordinating and organizing workflow of the FOI office; determining priorities; composing confidential correspondence; designing and creating correspondence, documents, presentations, education packages, and spreadsheets (including data entry); maintaining the integrity and confidentiality of all information which flows through and is processed for management as it pertains to the FOI Office and all of its operations; and supports the Manager, Freedom of Information in setting the positive, collaborative and efficient tone for the FOI Office.

As a Freedom of Information Administrator with Vancouver Coastal Health you will:

• Provide administrative support to the FOI Office, including responding to corporate FOI requests made under the Freedom of Information and Protection of Privacy Act (FIPPA), monitoring the FOI email account for incoming requests, setting up files, initiating contact with applicants, clarifying requests with applicants, and contacting internal stakeholders and departments with a call for records, all within the deadlines and guidelines set out in FIPPA.
• Initiate follow-up processes with staff and others. Resolve day-to-day problems as required, evaluate and update operating procedures, and advise management as necessary. Draft correspondence/reports as requested. Prepare and maintain spreadsheets, graphs, flow charts, and statistics.
• Support the development and maintenance of the FOI intranet and public-facing websites.
• Coordinate and standardize the implementation of technology (new and existing) within the FOI Office.
• Set up and maintain manual and computerized filing systems for all FOI correspondence and administration files.
• Coordinate all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
• Provide input to new policies, processes, and for the development of strategies.
• Attend and act as a recorder for confidential meetings where applicable. Transcribe minutes and distribute accordingly. Follow up on action items as required, prepare agendas, and circulate necessary materials for meetings.
• Ensure appropriate supplies and support materials are available and equipment is in working order.
• Carry out responsibilities in accordance with health and safety requirements. Immediately report unsafe situations by notifying supervisor or other appropriate personnel.
• Perform other related duties as assigned.

Education & Experience

• Graduation from a relevant bachelor’s degree program, supplemented with five (5) years’ recent, related experience including experience working with various computer software programs, or an equivalent combination of education, experience and training.
• Healthcare and Privacy experience is an asset.

Knowledge & Abilities

• Demonstrated knowledge of the Freedom of Information and Protection of Privacy Act.
• Demonstrated understanding of computer information systems, databases and electronic information management.
• Effective stakeholder engagement and management skills.
• Safe handling of confidential and sensitive information with skill, tact and diplomacy.
• Use of investigative and analytical skills to research, analyze and interpret data and information from a variety of disparate sources.
• Effective communication when obtaining and providing information and communicating electronically, verbally and in written format.
• Excellent time management skills to prioritize and complete assignments and schedule activities.
• Strong technical abilities to create and manage complex document filing, indexing and retrieval systems.
• Use of advanced computer skills in a variety of desktop computer applications to create a variety of documents and presentations.
• Physical ability to perform the duties of the position.
  
  

As per Ministry of Health policy, all health care workers working in publicly-funded health care facilities are required to report their past receipt of certain vaccines or history of certain infections. Collecting these records will allow for offering of any missing vaccines, and for appropriate actions to be taken in the event of any future exposure to a communicable disease or during outbreaks. For all new hires and appointments to Vancouver Coastal Health, you will be asked to provide this information as part of the onboarding process.

Why Join Vancouver Coastal Health (VCH):

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

At Vancouver Coastal Health, our vision of healthy lives in healthy communities inspires us and our values and pillars guide us. We support equitable practices, diverse teams and inclusive environments, which are vital to creating welcoming spaces where everyone can bring their whole selves to work and feel supported. We encourage applications from equity-deserving communities, including Indigenous Peoples and members of racialized groups, people with disabilities and people of all gender identities and expressions and sexual orientation.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2024.

Only short-listed applicants will be contacted for this posting.


***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https://my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.