Information Governance Administrator

Job responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Information Governance

Have an awareness of the principles of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

Assist with routine enquiries relating to Information Governance.

Support the Head of Information Governance and Information Governance Officer with the Data Security and Protection Toolkit submission process.

Assist with a monitoring and investigation process to provide Trust wide assurance on appropriate use of person identifiable information under the direction of the Head of Information Governance and Information Governance Officer.

Attend, take minutes and prepare papers for the Information Governance Group.

Support the Head of Information Governance & Information Governance Officer in the production of formal IG reports.

Ensure the Information Governance filing systems are kept tidy, accurate and up to date.

Corporate Records Management

Assist the Information Governance Support Manager and Information Governance Officer with the administration of Records of Processing Activities in line with Data Protection legislation.

Assist with enquiries relating to Corporate Records Management.

Document Control

Issue timely and regular reminders when formal documents are approaching their review date.

Maintain an organised archiving system for all out of date documents and control access where appropriate.

Deal with routine enquiries.

Receive new or revised documents to be published in the Document Library and ensure that documents are formatted according to the Development and Management of Formal Documents Policy and return to the author where this is not the case.

Follow procedures to convert incoming documents to PDF format for publishing.

Publish and remove documents from the Document Library as required.

Publish approved policy documents on the Trusts external website in line with the requirements of the Publication Scheme.

Support the Information Governance Team in the production of reports monitoring compliance.

Freedom of Information

Have an awareness of the principles of the Freedom of Information Act 2000 and be willing to learn further aspects of the legislation.

Support the Information Governance team with responding to Freedom of Information requests.

General Duties

To provide general administrative support to the Head of Information Governance & Information Governance Officer by assisting with the following office functions:

Answering telephones and taking messages

Arranging meetings and updating diaries using Microsoft Outlook

Assisting in the preparation of papers, minutes and agendas for meetings

Maintaining filing systems, both paper and electronic

COMMUNICATIONS & WORKING RELATIONSHIPS

Workforce Development

IM&T Service

Senior Management

All Job Holders are required to

Work to the Trust values we are always, Kind Respectful Inclusive- Ambitious Responsible and Collaborative.

Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Attend statutory, essential and mandatory training.

Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Legislation.

Comply with the Corporate Governance structure in keeping with the principles and standards set out by Livewell Southwest.

Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.

Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.

Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.

Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

All Managers are responsible for

Assessing risks and implementing the necessary actions to minimise these risks within their sphere of responsibility. They must also enable staff to attend the relevant statutory and essential training.

Managing attendance in accordance with the Trusts Attendance Management Policy.

All Heads of Departments are responsible for

Ensuring all necessary risk assessments are carried out within their division, Service Line or department in liaison with relevant sources of specialist support and expertise within the Trust. They must also ensure that the risk management process is completed appropriately.

Note

This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Livewell Southwest policies, procedures & guidelines

DISPOSITION / ATTITUDE / MOTIVATION

Essential

• - Ability to work under pressure
• - Ability to achieve tight deadlines
• - Good communication skills
• - Self motivated
• - Good negotiator
• - Customer orientated.
• - Positive attitude

Qualifications

Essential

• - ECDL or proven proficiency in MS Word, Excel and Outlook
• - Educated to A Level standard
• - GCSE Grade A - C Mathematics and English
• - NVQ Level III or able to demonstrate the skills; knowledge and ability to work to the level required

Desirable

• - Evidence of ongoing continuous professional development

Experience

Essential

• - Will have previous experience in an administrative role.
• - Will have excellent IT skills in particular Microsoft Word, Excel and Outlook.
• - Will be able to evidence excellent organisational ability.
• - Be used to organising and servicing meetings, preparing papers and taking minutes.
• - Awareness of the Data Protection Act 2018 and GDPR and their impact in maintaining personal information on staff.
• - Awareness of the Freedom of Information Act 2000.
• Will have worked on own initiative and also as a member of team.

Desirable

• - A good working knowledge of Information Governance and Records Management systems.

APTITUDE & ABILITIES

Essential

• - Excellent organisational ability
• - Ability to prioritise
• - Able to work to deadlines.
• - Good time management
• - Able to work unsupervised within previously agreed objectives
• - Excellent verbal & written communications skills, able to demonstrate clarity & effectiveness at all levels
• - Good telephone manner

Desirable

• - Able to assimilate new systems and technologies quickly

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).