NCTR Access & Privacy Assistant

University of Manitoba (Office of Fair Practices & Legal Affairs)

Posted Dec 3, 2019 at 07:00 pm Closes Dec 17, 2019 at 07:00 pm

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NCTR Access & Privacy Assistant


EMAPS Level B - New Budget-Funded Continuing Full-Time

35.00 hours/week, 8:30am-4:30pm, Monday-Friday

Salary Range: $21.23 - $29.72 per hour ($38,638.60 - $54,090.40 per annum) Proposed Start Date: January 6, 2020

Trial/Probation Period: 420.00 work hours


To Apply:

For more information, please contact:   

Angela Anderson



-  Completes sorting, the initial review, and identifies sensitive information for review by the NCTR (National Centre for Truth and Reconciliation) Access and Privacy Coordinator.

-  Maintains NCTR Access and Privacy files in the Legal Files database.

-  Logs requests for records that require access and privacy review.

-  Retrieves responsive documents from NCTR databases.

-  Organizes and prints documents for inquiries.

- Prepares packages including an index and documents for release.

-  Diarizes all dates related to access requests.

- Proofreads and formats official office documents and correspondence.

-  Communicates with NCTR staff to request unindexed documents or digital statements.

-  Coordinates with NCTR staff to translate French language documents.

-  Maintains and organizes access to information files in compliance with legislative requirements.

-  Assists with the coordination of NCTR responses to formal access and privacy complaints from the Manitoba Ombudsman.

-  Works with archival and research staff reviewing records for proactive disclosure.

-  Reviews and identifies sensitive information for proactive disclosure.

-  Documents the approval and reasoning behind disclosure and redaction decisions made on records.

-  Diarizes all dates related to proactive disclosure.

-  Responsible for generating and distributing statistical data reports, reviewing for completeness, accuracy, and consistency with previous data.

- Prepares Access and Privacy reports and statistics for monthly internal reporting.

-  Responsible for updating and maintaining accurate data in the Access Request Log.

-  Maintains file management and records management for all NCTR access and privacy files.

-  Understands University organizational structure and is able to liaise effectively with faculty, staff, students, and NCTR visitors, including Residential School Survivors and their families, Indigenous Elders, and government officials.

- Performs other related duties as assigned or required.







-  High School diploma is required.

-  Preference will be given to candidates with some post-secondary education in a related field.



-  A minimum of three years' experience working within an office environment is required.

-  Experience working with Indigenous organizations, peoples, elders and communities is required.



-  Experience working in a highly confidential environment is required.

-  Extensive computer experience on a variety of operating systems and software is required (Windows, MS Office applications (Word, Excel), Adobe Pro, and digital file management and databases).

-  Preference will be given to candidates with previous experience with access to information and protection of privacy legislation.

-  Experience with the review and redaction of documents.

-  Experience with archival functions, such as organization, and description including metadata.

-  Preference will be given to candidates with records management and/or archives experience.

-  Experience in dealing effectively and diplomatically with varying levels of staff within the organization and the public, and ability to foster harmonious working relationships with other staff, both academic and support, is required.

-  Experience or interest in working with a university or other educational institution is preferred.

-  An acceptable equivalent combination of education and experience may be considered.



- Professional communication skills including written and verbal, are required.

-  Organizational and time-management skills are required.

-  Document management skills are required.

-  Excellent keyboarding skills are required.

-  Ability to exercise tact, diplomacy, and patience to work in harmony with all levels of faculty, staff, students, and the public in a highly confidential environment.

-  Ability to exhibit cultural sensitivity, open-mindedness and flexibility is required.

-  Ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials is required.

- Ability to work independently and undertake work as directed.

-   Ability to plan, organize and prioritize diverse tasks with attention to detail.

- Self-motivated and proficient in multi-tasking to meet competing deadlines.


-  Ability to keep sensitive matters confidential.

- Knowledge of and sensitivity to Indigenous cultures, contemporary and historical issues including the legacy of Residential Schools is preferred.

- Ability to speak an Indigenous language and/or French is asset.

- Familiarity with The Freedom of Information and Protection of Privacy Act (FIPPA), The Personal Health Information Act (PHIA), and The National Centre for Truth and Reconciliation Act (NCTR Act) is preferred.

- Familiarity with The University of Manitoba and The National Centre for Truth and Reconciliation is preferred



The University of Manitoba is strongly committed to equity and diversity within its community and especially welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, persons of all sexual orientations

and genders, and others who may contribute to the further diversification of ideas. All candidates must be legally entitled to work in Canada.


If you require accommodation supports during the recruitment process, please contact U of M's Diversity and Inclusion Facilitator, Valerie Williams at or 204-474-8371.


Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of

"The Freedom of Information and Protection of Privacy" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.

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