Information Governance Administrator

Job description

Job responsibilities

As an Information Governance Administrator, you will play a key role in supporting the organisations compliance with information governance, data protection and records management requirements. Working within the Digital, Systems and Insights team, you will provide administrative and operational support across the Information Governance function, ensuring information is handled lawfully, securely and in line with NHS standards.

1. Information Governance and Access to Records

Receiving, logging, processing and coordinating Subject Access Requests (SARs) and other access to records requests.

Ensuring requests are handled in accordance with statutory requirements, organisational policies and agreed procedures.

Recording and tracking all requests using appropriate digital systems to maintain accurate audit trails.

Prioritising and managing cases to ensure all requests are completed within legal and statutory timescales.

2. Information Retrieval, Review and Redaction

Liaising with clinical and non-clinical staff to identify, retrieve and prepare relevant records from electronic and paper-based systems.

Reviewing health records and documentation to identify information relevant to each request.

Applying redactions where appropriate to protect third-party confidentiality and sensitive information in line with legislation and policy.

Identifying potential risks or anomalies within requests and escalating concerns appropriately.

3. GDPR and Governance Support

Providing administrative support to the Information Governance Team and GDPR Group.

Arranging meetings, preparing agendas and circulating papers.

Producing clear, accurate and timely meeting minutes.

Maintaining and updating action logs and managing the Microsoft Planner Board to support action tracking and assurance.

Supporting follow-up activity to ensure actions are monitored and completed.

Assisting with the preparation of reports, returns and audit information as required.

4. Communication and Liaison

Acting as a point of contact for internal and external enquiries relating to information governance and access to records.

Communicating clearly and sensitively with service users, relatives, staff and external representatives.

Providing advice and guidance on processes, documentation requirements and expected timescales within agreed parameters.

Escalating complex, sensitive or high-risk issues to senior colleagues as appropriate.

5. Compliance, Confidentiality and Data Quality

Ensuring all work is carried out in accordance with the Data Protection Act 2018, UK GDPR and NHS information governance standards.

Maintaining strict confidentiality when handling personal and sensitive information.

Following standard operating procedures and highlighting any non-compliance or process issues to senior colleagues.

Supporting data quality by ensuring information is accurate, complete and kept up to date across systems.

6. Administration, Reporting and Team Contribution

Maintaining accurate records of all requests, actions taken and responses issued.

Using Microsoft Office applications, including Word, Outlook, Excel, Teams and Planner, to support workload management and reporting.

Producing routine reports to support management oversight of access to records activity.

Providing general administrative support to the Information Governance Team as required.

Supporting new staff by sharing knowledge of access to records processes and systems.

Contributing to internal audits, service improvement initiatives and compliance monitoring activities.

This role contributes indirectly to patient care by supporting individuals rights to access their information while safeguarding confidentiality and ensuring the safe, effective and lawful use of health information.

Person Specification

Knowledge

Essential

• Awareness of confidentiality, Data Protection Act 2018 and UK GDPR principles.
• Understanding of the importance of information governance in the NHS.

Desirable

• Knowledge of NHS systems, policies, and procedures relating to patient records.

Qualifications

Essential

• Good general education to GCSE level (or equivalent) including English and Maths.

Desirable

• Qualification or formal training in data protection, records management or information governance.

Additional Criteria

Essential

• Strong organisational and time management skills.
• High level of accuracy and attention to detail.
• Ability to follow procedures and apply policies consistently.
• Ability to produce clear, accurate meeting minutes.
• Confident use of Microsoft Planner or similar task-tracking tools.
• Competent IT skills, including Microsoft Office (Word, Excel, Outlook, Loop, Teams, Planner) and electronic record systems.
• Reliable and flexible, with the ability to adapt to changing priorities.

Desirable

• Ability to use specialist systems for records management or SAR tracking.
• Skills in redacting documents and information.
• Willingness to undertake further training and development in information governance.
• Demonstrates initiative in problem solving within defined procedures.

Experience

Essential

• Experience in an administrative or clerical role.
• Experience of supporting meetings, including producing minutes and managing action logs (MS Planner).
• Experience of handling confidential or sensitive information.
• Experience of working to deadlines and managing competing priorities.

Desirable

• Previous experience of processing Access to Records Requests, Freedom of Information requests, or similar.
• Experience working within information governance, data protection or records management.
• Previous experience in an NHS, healthcare, or public sector setting.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Navigo House, 3-7 Brighowgate

Hybrid of office/home working

Grimsby

DN32 0QE

Employer's website

https://navigocare.co.uk/ (Opens in a new tab)