Information Management Officer

Staffing Reference Number: 231-5-4-2018-1
Deadline Date: 2018-03-16
Position Title: Information Management Officer
Duration: 6 months probationary period leading to an indeterminate position
Location: 180 Kent Street, Suite 830, Ottawa, Ontario
Organization: Ship-source Oil Pollution Fund & Fund for Railway Accidents Involving Dangerous Goods
Open to: General public residing in the National Capital Region
Salary and Benefits: The salary will be based on the individuals’ qualifications and experience. The salary range for this position is $80274 to $86788 (TBR) per annum for a 35 hours/week. The Funds offer benefits


Essential Qualifications


  • The incumbent of the position should as a minimum possess a high school diploma or preferably possess a certification and/or post-secondary education in a recognized information management, archives or library programs.


  • Three years’ experience in one of the fields related to Information Management (i.e. Records Management; Archives Management; Library Management).
  • Experience working with an electronic document and records management system and/or related databases will be an asset.

Language Requirement:

  • The knowledge of the English and French language is essential to this position.

Conditions of Employment:

  • Preference will be given to Canadian citizens and permanent residents. A security check is required prior to employment. A security clearance at the Secret level is required for this position.  However, individuals having an enhanced reliability level will be considered for the position but will not be allowed to access classified information until they obtain their Secret clearance. The individual will however be required to obtain a Secret clearance level during the first year of employment.

Rated Requirements

K.1 Knowledge of recognized practices related to records, archives and library management.
K.2 Knowledge of electronic document and records management systems.
K.3 Knowledge of the Government of Canada’s Information Management related legislations (i.e. Library and Archives Act, Access to Information Act, Privacy Act).
K.4 General Knowledge of the mandate and operations of the SOPF and of the Rail Funds.
A/S.1 Research and analytical skills, including attention to details.
A/S.2 Ability to handle a variety of issues, multiple tasks, and establish priorities effectively (i.e. time management & project management).
A/S.3 Ability to communicate effectively in writing and verbally.
A/S.4 Ability to use a variety of office automation tools such as the Microsoft Suite of Office Automation Products (e.g. Word, Excel, Outlook)
Personal Suitability
PS.1 Effective interpersonal relationships skills to establish and maintain productive working relationships with partners and co-workers, including senior management.
PS.2 Dependability
PS.3 Judgement
PS.4 Initiative


Send your letter of interest and resume to the attention of: Administrator, Ship-source Oil Pollution Fund, Suite 830, 180 Kent St., Ottawa, Ontario, Canada K1A ON5 or at

Job Outline

Reporting to the Administrator and/or Deputy Administrator provides information and records management services within the Ship-source Oil Pollution Fund and the Fund for Railway Accidents involving Designated Goods including advice and guidance to employees to increase awareness of, and compliance with Government of Canada information management related legislations (i.e. Library and Archives Act, Access to Information Act, Privacy Act).


  • Organizes, maintains and administers the records collections of both Funds in accordance with recognized records management practices and methodologies. The collections include the incident reports and claims files and the management and administrative files.
  • Manages the Library collection of both Funds according to professional and recognized library collections cataloguing and disposition practices.
  • Analyses, interprets and adapts Government of Canada IM policies, regulations and directives to meet the Information Management (IM) requirements of both Funds.
  • Develops and maintains the Records and Information Management (RIM) policies, procedures and standards of both Funds by identifying to the Funds’ Management Team, the need for adding, changing or deleting RIM record keeping policies, procedures including the RIM standards for organizing, classifying and disposing of records collections.
  • Conducts record keeping activities (e.g. records classification, file/volume creation and maintenance, filing documentation, etc) according to the record keeping procedures of both Funds.
  • Provides document research and reference services in response to requests, including Access to Information, Privacy and litigation requests.
  • Assists the Funds’ Management Team in the production of the Access to Information and Privacy Annual Report and the annual input to the Info Source publication.
  • Assists the Administrator and/or Deputy Administrator including Counsel and Experts in the handling of administrative and incident case files in accordance to established legislation and the Funds’ RIM policies, procedures and standards.
  • Leads and conducts records retention and disposition activities in accordance to Library and Archives of Canada’s requirements and the Funds’ RIM policies, procedures and standards.
  • Leads and implements the electronic document (e-Docs) project to moving towards an electronic document management environment.
  • Administers the Funds’ electronic document and records management system, known as ULTIMA; identifies training needs and arranges for or provides training to ensure effective use of the system; assesses system’s performance and recommends to the Funds’ Management Team modifications to enhance the system; liaises with the ULTIMA service provider to ensure that systems improvement requests are dealt with in an effective and efficient manner; and reports periodically on system’s performance to the Funds’ Management Team.
  • Coordinates the implementation of new IM tools or technology.
  • Establishes and maintains productive working relationships with partners and co-workers
  • Conducts regular inspections for quality assurance purposes, identifies concerns, and recommends solutions and estimated costs to the Funds’ Management Team and implements changes.
  • Manages the IM supply inventory (e.g. file covers, labels, shelving for books or files, archiving boxes, etc).
  • Oversees, as required, the work of temporary employees hired to assist with IM related projects.
  • Conducts research into IM trends, developments and practices within the public and private sectors, attends courses, conferences and seminars and participates on inter-departmental committees or working groups to maintain awareness of IM trends and developments, share lessons learned and identify best practices.
  • Provides, as required, office support and assistance to co-workers, as required.

Information Notes

  • The Public Service Employment Act does not govern the SOPF and the Rail Fund.
  • Candidates must clearly demonstrate in writing that they meet all of the above essential qualifications. Failure to do so may result in the application not receiving further consideration.
  • One position is currently available; however a list of pre-qualified candidates will be established and kept one year for future staffing should the position become vacant within that year.
  • A written examination may be administered.
  • As an equal opportunity employer, the SOPF and the Rail Fund are committed to accommodating the needs of persons with disabilities. If you have any health or physical limitations, which may adversely affect your performance during any phase of the appointment process, please identify any accommodation needed.