Job summary
The post holder will be a member of the Information Governance (IG) team within Central and North West London NHS Foundation Trust (CNWL). The team supports approximately over 8000 CNWL staff to deliver high quality care whilst meeting legal requirements and best practice Information Governance standards.
The Information Governance Officer will play a key part in raising awareness of Information Governance and ensuring that CNWL meets national and legal requirements throughout the organisation.
The post holder will have a keen interest in data protection and information governance, an understanding of the relevant legislation and its implications, and ideally have relevant experience. The role is part of the team that oversees all of the IG framework for the Trust, including all information requests, data protection compliance, IG training, and IG incident management.
Main duties of the job
The post holder will support the IG Team in ensuring that the Trust has a managed and coordinated approach to compliance with data protection legislation. You will manage the Trust's case management system for information requests, including Freedom of Information requests (FOIs), Subject Access Requests (SARs), and data subject rights requests. You will also manage the team's generic email inboxes, triaging and responding to basic queries and escalating as appropriate.
Additionally, you will assist in the production of the team's monthly board report, and to ensure that the Trust's intranet and public-facing website pages relating to IG are kept up to date, and you will also help to produce other communications pieces as necessary. You will also provide administrative support to team meetings.
CNWL is a large and geographically dispersed Trust offering a wide range of community, mental health and sexual health services which brings a particular set of challenges in relation to data protection and information sharing. So the person we are looking for needs great communication skills and commitment to partnership working in addition to their advanced subject matter expertise.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
About us
CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts and wellbeing initiatives for staff.
Become part of our team. We care for you as much as you care for others.
Job description
Job responsibilities
Main Responsibilities
Overview
The post holder will be highly organised, have excellent written and verbal communication skills and will bring a strong customer service approach to their role. Key duties include:
- Act the first point of contact for advice regarding Information Governance services, within the Trust and also for members of the public.
- Work within and review internal procedures and Trust-wide policies as required.
- Contribute to the monitoring and maintenance of the Information Governance standards and legislative obligations.
- Under guidance of the Privacy Officer, to regularly inspect and follow up on access to care records
- Implement policy and procedural changes relevant to own role.
- Provide administrative support to the team including managing diaries, arranging meetings and taking minutes as required.
Specific Responsibilities
The Information Governance Officer is an essential part of the Information Governance Department and supports the Deputy Head of Information Governance in delivering a high-quality service to all customers and stakeholders.
Act as a point of contact within the Trust for Information Governance services:
- Monitor the generic team mailboxes, triage all incoming enquiries, respond where possible or escalate as appropriate
- Manage the IG Teams data basses for all information requests, including Subject Access Requests (SAR), Freedom of Information (FOI) requests, and data subject rights requests
Work within and review internal procedures and Trust-wide policies as required:
- Provide administrative support in logging and managing IG incidents
- Administer and update relevant Information Governance registers, including the Information Asset Register (IAR), Information Sharing Agreements (ISA) register, and Data Protection Impact Assessment (DPIA) register.
Contribute to the monitoring and maintenance of the Information Governance standards and legislative obligations:
- Assist the Deputy Head of IG in delivering key tasks in managing the DPIA process , delivering IG training programme
- Assist the Deputy Head of IG to compile the monthly IG Board report, by gathering weekly reportable data (FOI/SAR/IG incidents)
Access to care records:
- Assist the Privacy Officer to ensure the Trust has appropriate Rights Access Management including the investigation of Privacy Alerts, to ensure that access to records is legal and that any potential breaches are followed up
Records Management:
- Manage the IG Teams Records Management email inbox, triage enquiries and escalate within the team accordingly
- Provide administrative support for the records management portal (Restore online)
Communications:
- Ensure that the IG pages on the Trust intranet and public-facing website are kept up to date
- Assist with the production of IG newsletters and other comms
Provide administrative support to the team:
- Provision of general administrative and clerical support to the Department
- Minuting meetings, including Information Governance Board, Care Records Group, and IG Team meetings
- Arranging meetings / diary management
Rider Clause
This is an outline of the post holders duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and team.
Job description
Job responsibilities
Main Responsibilities
Overview
The post holder will be highly organised, have excellent written and verbal communication skills and will bring a strong customer service approach to their role. Key duties include:
- Act the first point of contact for advice regarding Information Governance services, within the Trust and also for members of the public.
- Work within and review internal procedures and Trust-wide policies as required.
- Contribute to the monitoring and maintenance of the Information Governance standards and legislative obligations.
- Under guidance of the Privacy Officer, to regularly inspect and follow up on access to care records
- Implement policy and procedural changes relevant to own role.
- Provide administrative support to the team including managing diaries, arranging meetings and taking minutes as required.
Specific Responsibilities
The Information Governance Officer is an essential part of the Information Governance Department and supports the Deputy Head of Information Governance in delivering a high-quality service to all customers and stakeholders.
Act as a point of contact within the Trust for Information Governance services:
- Monitor the generic team mailboxes, triage all incoming enquiries, respond where possible or escalate as appropriate
- Manage the IG Teams data basses for all information requests, including Subject Access Requests (SAR), Freedom of Information (FOI) requests, and data subject rights requests
Work within and review internal procedures and Trust-wide policies as required:
- Provide administrative support in logging and managing IG incidents
- Administer and update relevant Information Governance registers, including the Information Asset Register (IAR), Information Sharing Agreements (ISA) register, and Data Protection Impact Assessment (DPIA) register.
Contribute to the monitoring and maintenance of the Information Governance standards and legislative obligations:
- Assist the Deputy Head of IG in delivering key tasks in managing the DPIA process , delivering IG training programme
- Assist the Deputy Head of IG to compile the monthly IG Board report, by gathering weekly reportable data (FOI/SAR/IG incidents)
Access to care records:
- Assist the Privacy Officer to ensure the Trust has appropriate Rights Access Management including the investigation of Privacy Alerts, to ensure that access to records is legal and that any potential breaches are followed up
Records Management:
- Manage the IG Teams Records Management email inbox, triage enquiries and escalate within the team accordingly
- Provide administrative support for the records management portal (Restore online)
Communications:
- Ensure that the IG pages on the Trust intranet and public-facing website are kept up to date
- Assist with the production of IG newsletters and other comms
Provide administrative support to the team:
- Provision of general administrative and clerical support to the Department
- Minuting meetings, including Information Governance Board, Care Records Group, and IG Team meetings
- Arranging meetings / diary management
Rider Clause
This is an outline of the post holders duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and team.
Person Specification
Education and qualifications
Essential
- Data protection/information governance qualification or experience
- Evidence of extensive experience in an administrative or management role
- Diploma in data business /management related subject or equivalent experience
Desirable
- Project management training or qualification
Skills and experience
Essential
- A comprehensive working knowledge of the use of Microsoft Office software (Word, Excel, PowerPoint and Outlook) with ability to create/manage Excel spreadsheets
- Demonstrate effective organisational ability over a wide range of administrative and data management tasks
- Experience of working in a busy team/environment
- Ability to manage difficult/demanding emails
- Experience of working in a busy team/pressurised office and taking initiative
- Able to manage emails and phone calls which may be difficult or demanding
- Able to manage relations with internal and external providers of services to the team
Knowledge and abilities
Essential
- Ability to work in a flexible and organised manner, to prioritise and work to deadlines
- Ability to communicate effectively both verbally and in writing
- Confidence to work on own initiative and to consult as needed
- Ability to work positively in a team
- Ability to work under pressure
- Ability to maintain confidentiality appropriately
- Ability to treat colleagues, staff, patients and carers with respect and dignity at all times, upholding and promoting our Equality Act duties
Desirable
- An interest in information governance - transparency, accountability, freedom of information, data protection, and/or privacy
Attitudes, Aptitudes and Personal Characteristics
Essential
- An enthusiastic, flexible and confident approach to working against rapidly changing priorities
Person Specification
Education and qualifications
Essential
- Data protection/information governance qualification or experience
- Evidence of extensive experience in an administrative or management role
- Diploma in data business /management related subject or equivalent experience
Desirable
- Project management training or qualification
Skills and experience
Essential
- A comprehensive working knowledge of the use of Microsoft Office software (Word, Excel, PowerPoint and Outlook) with ability to create/manage Excel spreadsheets
- Demonstrate effective organisational ability over a wide range of administrative and data management tasks
- Experience of working in a busy team/environment
- Ability to manage difficult/demanding emails
- Experience of working in a busy team/pressurised office and taking initiative
- Able to manage emails and phone calls which may be difficult or demanding
- Able to manage relations with internal and external providers of services to the team
Knowledge and abilities
Essential
- Ability to work in a flexible and organised manner, to prioritise and work to deadlines
- Ability to communicate effectively both verbally and in writing
- Confidence to work on own initiative and to consult as needed
- Ability to work positively in a team
- Ability to work under pressure
- Ability to maintain confidentiality appropriately
- Ability to treat colleagues, staff, patients and carers with respect and dignity at all times, upholding and promoting our Equality Act duties
Desirable
- An interest in information governance - transparency, accountability, freedom of information, data protection, and/or privacy
Attitudes, Aptitudes and Personal Characteristics
Essential
- An enthusiastic, flexible and confident approach to working against rapidly changing priorities
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).
