Reporting to the designated Supervisor, the Access to Records and Disclosure Clerk is a vital component to the effective and efficient operation of Children’s Aid Society of London and Middlesex (CASLM), Legal Services as well as its teams and departments.

This position is responsible for collecting, reviewing and vetting case information and providing disclosure in accordance with the applicable provincial legislation including the Personal Health Information Act (PHIPA), PART X of the Child, Youth and Family Services Act (CYFSA), and the rules of civil procedure.

The Access to Records and Disclosure Clerk will also respond directly to disclosure requests from counsel, current and former service recipients, community professionals, and Indigenous organizations. With a focus on customer service, this position demonstrates productivity, organization, and a high level of responsiveness.

QUALIFICATIONS

· One-year post-secondary diploma or certificate

· Privacy-related experience and/or a certificate in Privacy and Information Management preferred

· Knowledge of privacy legislation, policies and procedures related to disclosure

· Detail oriented, demonstrated through thoroughness and accuracy when completing tasks

· Strong organizational skills and the ability to perform during periods of multiple demands

· Ability to navigate CASLM information systems including File Explorer, CPIN and Objective

· Strong Computer Skills in Microsoft Office Applications, Adobe Pro, Excel and CPIN

· Strong organizational, problem solving and communication skills and ability to perform under pressure

· Ability to meet administrative requirements efficiently and effectively

· Ability to meet strict timelines and prioritize work as needed

· Ability to perform during periods of multiple demands and remain flexible

· Superior customer service skills with a focus on empowerment, respect and collaboration

· Proven ability to work collaboratively across the agency

· Strong bias for action, ability to work independently and strong critical thinking and decision-making skills

· Must have the ability to secure an Agency approved police record check, and a clear provincial Child Protection search

· Valid Ontario G or G2 Driver’s License, valid insurance, and access to a vehicle required

AREAS OF FOCUS

Knowledge and Skill & Responsibilities

· Knowledge of the Child, Youth and Family Services Act (CYFSA), Ministry standards, related privacy legislation (Personal Health Information Protection Act, Part X, Mental Health Act, Occupational Health and Safety Act, etc.)



adoption disclosure legislation and CASLM policy with an ability to integrate these requirements into response decisions and case direction

· Receive, respond, log, process and clarify requests for access, disclosure, adoption disclosure and correction of record inquiries/requests from various sources (ie. Clients, 3rd party requests, internal staff) and ensuring that they adhere to CASLM policy and procedure as well as Child, Youth and Family Services Act (CYFSA). Verify identity and authority of requester to ensure proper access, communicate timelines, requirements, and next steps to requesters in a explicit and trauma-informed manner;

· Records Management & Retrieval – locate, retrieve, and organize case files (electronic and physical) in response to access and disclosure requests, maintain accurate tracking systems for all requests, disclosures, and file movement, ensure records are stored, handled, and archived according to agency policy and legislative requirements;

· Maintain statistics and manage waitlists, based on priorities set by management, as required, including responding to inquiries from those on waitlists

o In conjunction with the Supervisor, triage all personal information requests, ensuring sufficient and fulsome information to determine an organizational response

o In conjunction with the Supervisor, triage eligible requests for adoption disclosure to identify and prioritize requests such as medical requests, requests for identifying information etc.

o Communicate and/or engage with individuals to clarify requests received, provide responses within prescribed timelines, and advise of rights

· Review & Redaction – review case files to determine what information can be disclosed under the Child, Youth and Family Services Act (CYFSA), Part X and O. Reg. 158/18 (Adoption information disclosure), apply redactions to protect third-party information, confidential sources, and legally restricted content, prepare disclosure packages that are complete, accurate, and compliant with legislation;

· Legislative Compliance – ensure all disclosures align with: CYFSA (Part X and O. Reg. 158/18), FIPPA/MFIPPA principles, PHIPA, Agency privacy and confidentiality policies, identify and escalate complex or high-risk disclosure issues to supervisors or legal counsel;





· Collaboration & Communication – work closely with internal departments to gather required information, liaise with external organizations such as police, courts, and other child welfare agencies when coordinating disclosures, provide clear, skilled communication to requesters, including explanations of redactions or withheld information;

· Data Entry & Documentation – enter and update information in CPIN and other records systems, maintain detailed audit trails for all disclosures, redactions, and decisions, prepare letter, summaries, and documentation related to access requests;

· Quality Assurance & File Integrity – ensure files are complete, organized, and properly indexed before disclosure, identify missing or incomplete documents and coordinate retrieval or correction, support agency compliance audits and internal reviews;

· Administrative Support – maintain secure filing systems, support privacy breach investigations by gathering relevant records

· Trauma-Informed Practice – recognize the emotional impact that accessing historical child welfare records may have on former clients, provide communication that is sensitive, respectful, and supportive;

· Identify and report trends and potential system limitations, as well as potential solutions, related to record disclosure roles and functions;

· Conduct all action and activities in accordance with the policies and practices of the CASLM and all legal requirements

· Demonstrated knowledge of Anti-Oppressive Practice, Indigenous history, anti-black racism and equity considerations in child welfare

Team Collaboration & Engagement

· Establish effective working relationships with colleagues and community partners

· Relate in a professional, purposeful and transparent manner in adherence with CASLM’s code of conduct

· Collaboratively develop strategies to deliver, improve and evaluate services to stakeholders and employees

· Communicate and support key internal stakeholders, inclusive of problem solving and troubleshooting support

· Participate in agency staff meetings, team meetings, regular supervision, and agency and professional training; and

Customer Service

· Honour all the CASLM’s commitments to children, youth, families and community partners and staff by providing helpful, courteous, accessible, responsive and knowledgeable service

· Focus individualized attention resulting in consistent, high-level customer satisfaction

· Provide outputs in accordance with designated timelines

· Anticipate client and staff needs and quickly adapts solutions

Pay: $40,839.00-$54,729.00 per year

Benefits:

- On-site parking

Work Location: Hybrid remote in London, ON N5V 3G2

📌 Access to Records & Disclosure Clerk (Huron Heights)
🏢 Children's Aid Society of London and Middlesex
📍 Huron Heights