Job summary
An opportunity has arisen to join our specialist IG team.
The successful candidate will help support the IG Manager and existing IG Administrator to ensure the Trust processes all personal, sensitive and confidential patient and staff data safely and in accordance with Data Protection Act and GDPR principles.
This is a varied and challenging administrative support role which spans the entire organisation.
You will liaise with other teams across the Trust to help gather, store and collate evidence so that we can comply with the annual DSPT toolkit audit, support the investigation of potential data breaches and provide all admin support so meetings and the various asset registers run smoothly and are kept up to date. We also offer the chance for hybrid and truly flexible working.
Main duties of the job
Although varied the main duties of this role are:
1. To provide comprehensive administrative support to the IG team;
2. Scheduling spot checks, reviews, data process mapping reviews;
3. Regular review and updating of the relevant internal Trust information processing Asset register, including assisting in gathering and presenting information relating to data flows;
4. Deal with face to face or telephone enquiries, convey messages, transfer calls and, update contact logs as necessary while maintaining confidentiality at all times; and,
5. Provide cover for FOI requests, including acknowledging requests and co-ordinating responses.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Job summary:
To provide administrative support to the Information Governance team and Legal Services, as required.
Job responsibilities:
Key Tasks & Responsibilities:
Information Governance
- Provide efficient administrative and clerical support to the team, including minute taking on occasions.
- Undertake general office duties e.g. photocopying/scanning/typing/sending routine emails and letters.
- Updating training compliance on Trust systems.
- Scheduling spot checks, reviews, data process mapping reviews.
- Update and publish Corporate Policies & Clinical Guidelines.
- Assist in gathering and presenting information relating to data flows.
- Deal with face to face or telephone enquiries, convey messages, transfer calls and, update contact logs as necessary while maintaining confidentiality at all times.
- To be responsible for receiving and processing of mail.
- To communicate effectively and liaise with both clinical and non-clinical professionals in a clear concise and professional manner.
- To monitor compliance of processes and send emails to remind colleagues of required actions.
- Provide cover for FOI requests, including acknowledging requests and co-ordinating responses.
Asset Register
- Provide administrative support including regular review and updating of the relevant internal Trust information processing register which include the following: a. Information Asset Register; b. Data Sharing Register; and c. Data Protection Impact Assessment register.
- Work with other Departments to maintain the Trusts information asset register by thorough appraisal of existing data flows. To include validation of consent and legal basis for processing requirements for GDPR.
Legal Services (Support Cover)
.
- Chasing comments from clinical staff for legal claims
- Assist as requested in arranging and preparation of meetings and distribution of papers as required
- To develop a working knowledge of data protection, freedom of information as may be required
- Undertake statutory, mandatory and job-specific training as required in accordance with Trust policy.
Job description
Job responsibilities
Job summary:
To provide administrative support to the Information Governance team and Legal Services, as required.
Job responsibilities:
Key Tasks & Responsibilities:
Information Governance
- Provide efficient administrative and clerical support to the team, including minute taking on occasions.
- Undertake general office duties e.g. photocopying/scanning/typing/sending routine emails and letters.
- Updating training compliance on Trust systems.
- Scheduling spot checks, reviews, data process mapping reviews.
- Update and publish Corporate Policies & Clinical Guidelines.
- Assist in gathering and presenting information relating to data flows.
- Deal with face to face or telephone enquiries, convey messages, transfer calls and, update contact logs as necessary while maintaining confidentiality at all times.
- To be responsible for receiving and processing of mail.
- To communicate effectively and liaise with both clinical and non-clinical professionals in a clear concise and professional manner.
- To monitor compliance of processes and send emails to remind colleagues of required actions.
- Provide cover for FOI requests, including acknowledging requests and co-ordinating responses.
Asset Register
- Provide administrative support including regular review and updating of the relevant internal Trust information processing register which include the following: a. Information Asset Register; b. Data Sharing Register; and c. Data Protection Impact Assessment register.
- Work with other Departments to maintain the Trusts information asset register by thorough appraisal of existing data flows. To include validation of consent and legal basis for processing requirements for GDPR.
Legal Services (Support Cover)
.
- Chasing comments from clinical staff for legal claims
- Assist as requested in arranging and preparation of meetings and distribution of papers as required
- To develop a working knowledge of data protection, freedom of information as may be required
- Undertake statutory, mandatory and job-specific training as required in accordance with Trust policy.
Person Specification
Education & Qualification
Essential
- Good general education
- Evidence of good numeracy and literacy
- Willingness to work towards and complete an NVQ Business Administration qualification
Desirable
- GCSE - minimum level 5 including English and Maths
- Previous NHS experience
Experience & Knowledge
Essential
- Evidence of previous admin or secretarial experience
- Experience of working with confidential information
- Prioritisation of workload
Desirable
- Familiar with NHS procedures
Skills & Abilities
Essential
- Good written and verbal communication skills
- Professional telephone manner
- Good word/text processing skills
- IT Literacy - confident use of all MS packages
- Able to work on own initiative within guidelines
- Good attention to detail
- Ability to adapt to changing situations quickly
Desirable
- Display tact, confidentiality, and initiative
Personal Qualities
Essential
- Team Working
- Evidence of good attendance and timekeeping
- Meticulous attention to detail and ability to follow procedures closely
- Passionate and flexible approach to working hours/duties and flexible approach to working hours/duties
- Ability to prioritise and work to deadlines
Desirable
- Build positive working relationships, respecting and valuing the contributions made by others and acting in a considerate, helpful and inclusive manner at all times
Person Specification
Education & Qualification
Essential
- Good general education
- Evidence of good numeracy and literacy
- Willingness to work towards and complete an NVQ Business Administration qualification
Desirable
- GCSE - minimum level 5 including English and Maths
- Previous NHS experience
Experience & Knowledge
Essential
- Evidence of previous admin or secretarial experience
- Experience of working with confidential information
- Prioritisation of workload
Desirable
- Familiar with NHS procedures
Skills & Abilities
Essential
- Good written and verbal communication skills
- Professional telephone manner
- Good word/text processing skills
- IT Literacy - confident use of all MS packages
- Able to work on own initiative within guidelines
- Good attention to detail
- Ability to adapt to changing situations quickly
Desirable
- Display tact, confidentiality, and initiative
Personal Qualities
Essential
- Team Working
- Evidence of good attendance and timekeeping
- Meticulous attention to detail and ability to follow procedures closely
- Passionate and flexible approach to working hours/duties and flexible approach to working hours/duties
- Ability to prioritise and work to deadlines
Desirable
- Build positive working relationships, respecting and valuing the contributions made by others and acting in a considerate, helpful and inclusive manner at all times
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.
