Job summary
Information Rights Assistant Band 3 - 37.5 hours - Maglona
An exciting opportunity has arisen to join the friendly and enthusiastic Information Rights Team.
The Information Governance Department processes a large number of applications to access information under the provisions of the Data Protection Act 2018 and the Freedom of Information Act 2000
Working closely with other members of the Information Governance department and staff across the Trust, you will process requests for information, preparing disclosures for patients, solicitors and courts.
You will need to be hard working and show flexibility when required to manage the workload. You will need to prioritise tasks, often in the face of competing demands and ideally have a basic understanding of how the Data Protection Act 2018 and the Freedom of Information Act 2000 are applied to these requests, though appropriate training will be provided for the right candidate.
To succeed in this role; you will need to have excellent communication skills and the ability to develop working relationships with staff across the Trust, patients and members of the public.
You must be well organised with excellent computer skills. The ability to work unsupervised with a high degree of accuracy while carrying out a variety of administrative tasks is essential
Main duties of the job
The main purpose of the job is to process requests for information in accordance with the Data Protection Act 2018, the Freedom of Information Act 2000 and the Access to Health Records Act 1990.
This includes screening the legitimacy of a requester, undertaking redaction processes in line with the Act(s) and ensuring professional communication to those who are requesting the information.
This role has direct patient contact and there is a need to maintain strict confidentiality in terms of what can be disclosed at appropriate times. The post holder will need to undertake a variety of analytical and administrative work relating to information rights and adherence to key performance indicators (i.e. responding within the relevant time periods).
To undertake the relevant training to ensure you have the correct skills and knowledge
The post holder will also provide secretarial and administrative support if required and be efficient with IT packages, ability to converse with internal and external services ad have a pleasant telephone manner and able to respond sensitively.
About us
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We're responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of 'safe, high quality care every time'.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. There is an expectation for all staff to support this by familiarising yourself with the Trust's sustainability initiatives such as waste and recycling, going paperless, videoconferencing, sustainable transport and others.
We encourage you to think about what you can do as an individual and within your team to contribute in to embedding carbon reduction into the everyday running of our organisation.
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person Specification
Qualifications
Essential
- oEducated to GCSE level or equivalent to include English and Maths
- oLevel 3 NVQ (administration) or equivalent experience
Desirable
- oECDL qualification
- oRecognised Information Governance qualification (or experience)
Knowledge
Essential
- oUnderstanding of the Freedom of Information Act 2000
- oUnderstanding of UK General Data Protection Regulation
- oUnderstanding of the Data Protection Act 2018
- oUnderstanding of the Access to Health Records Act 1990
- oUnderstanding of Confidentiality NHS Code of Practice
- oUnderstanding of Records Management, NHS Code of Practice
Desirable
- oAn understanding of issues relating to confidentiality and data protection
- oFamiliar with Records
- oManagement standards
Experience
Essential
- oExcellent IT skills, including keyboard skills and experience of Microsoft Office packages and bespoke databases
- oExperience of working as part of a team
- oExperience of working with Health Records and knowledge and understanding of current records management guidance, targets, objectives and guidelines
Desirable
- oExperience using a Patient Administration System
- oExperience of working in a Customer focused environment
- oExperience of using Adobe Pro software
Skills
Essential
- oExcellent interpersonal skills and the ability to communicate complicated and very sensitive information with varied audiences in person, over the telephone and in writing
- oExcellent written communication skills.
- oAbility to develop good working relationships within a multidisciplinary team
- oAbility to plan and organise workload under own initiative
- oAbility to work to tight deadlines and meet targets
- oExcellent organisation skills
- oA high level of accuracy and attention to detail in order to ensure patient confidentiality and compliance with the Law
- oGood level of numeracy skills.
- oAbility to cope where there is a very high emotional demand for the work being undertaken, the content of the information and individuals
Desirable
- oFlexible approach to work
Other requirements
Essential
- oEnthusiastic and highly motivated.
- oAbility to abide by mandatory NHS Code of Confidentiality
- oAbility to handle unreceptive reactions to compliance issues.
- oAct in a way that supports equality and diversity.
Person Specification
Qualifications
Essential
- oEducated to GCSE level or equivalent to include English and Maths
- oLevel 3 NVQ (administration) or equivalent experience
Desirable
- oECDL qualification
- oRecognised Information Governance qualification (or experience)
Knowledge
Essential
- oUnderstanding of the Freedom of Information Act 2000
- oUnderstanding of UK General Data Protection Regulation
- oUnderstanding of the Data Protection Act 2018
- oUnderstanding of the Access to Health Records Act 1990
- oUnderstanding of Confidentiality NHS Code of Practice
- oUnderstanding of Records Management, NHS Code of Practice
Desirable
- oAn understanding of issues relating to confidentiality and data protection
- oFamiliar with Records
- oManagement standards
Experience
Essential
- oExcellent IT skills, including keyboard skills and experience of Microsoft Office packages and bespoke databases
- oExperience of working as part of a team
- oExperience of working with Health Records and knowledge and understanding of current records management guidance, targets, objectives and guidelines
Desirable
- oExperience using a Patient Administration System
- oExperience of working in a Customer focused environment
- oExperience of using Adobe Pro software
Skills
Essential
- oExcellent interpersonal skills and the ability to communicate complicated and very sensitive information with varied audiences in person, over the telephone and in writing
- oExcellent written communication skills.
- oAbility to develop good working relationships within a multidisciplinary team
- oAbility to plan and organise workload under own initiative
- oAbility to work to tight deadlines and meet targets
- oExcellent organisation skills
- oA high level of accuracy and attention to detail in order to ensure patient confidentiality and compliance with the Law
- oGood level of numeracy skills.
- oAbility to cope where there is a very high emotional demand for the work being undertaken, the content of the information and individuals
Desirable
- oFlexible approach to work
Other requirements
Essential
- oEnthusiastic and highly motivated.
- oAbility to abide by mandatory NHS Code of Confidentiality
- oAbility to handle unreceptive reactions to compliance issues.
- oAct in a way that supports equality and diversity.
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.
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).
Additional information
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.
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).
