Reporting to the Director, Risk, Privacy & Compliance, the Supervisor, Records & Information Management has responsibility for the day-to-day leadership of the corporate Records and Information Management (RIM) program, which includes the management of Manitoba Public Insurance (MPI)’s information assets throughout the recordkeeping lifecycle and ensuring the Corporation is compliant with relevant legislation, specifically, but not limited to The Archives and Recordkeeping Act of Manitoba.

This includes regulating and monitoring the RIM program for consistent classification, retention, indexing, disposition, and application management of MPI’s physical and digital data, and developing and implementing RIM policies, processes, and procedures. 

The Supervisor leads the team responsible for recordkeeping priorities for MPI and ensures compliance with recordkeeping policies and requirements. The role is expected to provide support and guidance for processing user requests related to records and information in accordance with established service standards, procedures and business rules, and perform complex analytical or interpretive tasks with limited direction while exercising initiative and independent judgment.

• Leads the overall lifecycle management of all physical and digital records created and maintained by MPI.
• Designated as the Records Manager for MPI. This includes requirements to:
  • consult regularly with the Government Records Office.
  • develop and manage the implementation of strategic recordkeeping activities.
  • work with departments and business units to have up-to-date and comprehensive recordkeeping requirements articulated.
  • ensure departments and business units are creating, capturing, organizing, and managing records in alignment with legislative requirements and internal policies.
  • assist with:
    • records classification systems.
    • analysis of recordkeeping requirements in business processes.
    • records schedule development and updates.
    • role-specific training to staff as required.
    • management of litigation holds.
  • participate in a records management communities of practice.
• Plans, implements, and administers MPI’s records policies, procedures and standards and ensures compliance with The Archives and Recordkeeping Act of Manitoba.
• Provides support, advice, and guidance to various MPI departments regarding the application of MPI’s RIM program
• Works with the Strategic Sourcing & Vendor Management directorate ensures potential vendors and business partners can comply with MPI’s requirements for records and information management.
• Leads records management working groups to categorize and classify records, develop retention and disposition schedules.
• Conducts periodic audits on records management systems.
• Provides expertise and represents the requirements of sound corporate recordkeeping on various MPI project teams as required
• Supports the implementation of new policies and procedures and corporate strategic initiatives.
• Contributes to employee engagement by providing staff with a clear understanding of performance expectations and role contributions to the achievement of team and departmental objectives.
• Identifies training and development needs and ensures that current development plans are created and acted upon.
• Actively participates in and engages others in decision-making, information sharing, identifying opportunities for improvement, and resolution of client group concerns.
• Handles difficult customers, escalation of complex matters, referrals with recommendations to management, and addressing employee concerns

Education:

• Degree or diploma in a relevant field such as Public or Business Administration, Library and Information Science, Archival Studies, Computer Science or a related discipline.
• Certified Records Manager (CRM) or Certified Records Analyst (CRA) certification.
• Supplementary training in business analysis, project management and/or management are an asset.

Experience:

• Five years of related experience, including applied knowledge of document management procedures, file plan structures, and related legislative requirements, including:
  • Three years coordinating and leading related initiatives and projects.
  • Two years of experience supervising or leading a team.
  • Two years of experience working in a regulated and/or public sector environment.

Technical Knowledge and Skills:

• Technical and business knowledge and an understanding of multiple disciplines/processes related to the position
• Demonstrated analytical skills to review complex business processes and develop constructive and practical compliance enhancements
• Stakeholder management skills to develop and maintain collaborative partnerships
• Experience dealing with and providing consulting services and implementing solutions relating to RIM best practices to multiple client areas with various lines of business.
• Experience working with senior level management providing RIM advice, implementation and related services in a diverse, unionized environment.
• Leadership skills to build capacity and promote continuous learning and development.

Health benefits

We offer a comprehensive health benefits program that includes:

• flexible health, dental and vision plans
• health spending account
• travel health coverage
• other extended health benefits such as ambulance, massage and physiotherapy

Financial security

In an effort to support financial security, we offer:

• registered pension plan
• group, dependent, and optional life insurance coverage
• critical illness insurance
• sick leave to cover short-term disability
• long-term disability

Wellness

We offer programs that focus on how to better achieve a balance between work and personal commitments, as well as maintain a healthy workplace culture. This includes:

• vacation entitlement
• flexible work arrangement for eligible positions
• maternity, parental and adoptive leaves
• bereavement and family responsibility leaves
• employee and family assistance program
• mental-health programming
• lunch-and-learn offerings
• discounted gym memberships and wellness account

Diversity and inclusion

Manitoba Public Insurance believes that diversity and inclusion strengthens us. We consider ourselves to be a barrier-free organization where individual values, beliefs and practices are respected and appreciated for the diversity they bring to our work life.

Employee recognition

It’s important to recognize our employees for their contributions. Not only do we recognize employees as they achieve milestone years in their careers, we also have several outlets for leaders and peers to reward each other for work well done.

Professional development

We want our employees to grow, which is why we offer support in keeping their skills up-to-date. We offer in-house training, professional development and an educational assistance program.

Safety and health

In an effort to encourage a safe and healthy work environment, we offer various safety, health and workplace policies and programs along with technical expertise and assistance to support employee activities in safety and health.