Job responsibilities
1. To support the function of and undertake tasks which follow standard processes with the occasional need to deviate for all areas of Access to Records (e.g. Information Governance (IG) queries including Subject Access Requests (SARs), cost recovery and Freedom of Information (FOI) requests, as well as Records Management requests and/or queries relating to both health and corporate records)
2. Responsible for having oversight of the processes and work demands for all areas of access to records to provide assurance to the Information Governance Manager and Head of Governance where necessary.
3. To liaise with the company solicitors to gain advice and guidance as directed by the Head of Governance amending internal processes where appropriate post receipt of advice
4. To liaise with data subjects (and/or their representatives) to give advice on the access to records process. Managing expectations of requestors both in terms of timescales as well as capabilities and responsibilities (on both sides). At times this will involve difficult and challenging discussions.
5. To provide accurate, appropriate and timely information about Trust services and non-clinical advice to patients, relatives and careers and if necessary, refer people on.
6. To provide administrative support and cover for the Governance team which will include communication with individuals from other organisations, other NHS organisation and NCH&C staff at a high level, provide clear information and guidance, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
7. To provide detailed guidance and specialist advice on access to records related queries from both internal staff members as well as members of the public. This will involve the analysis of facts or situations. Escalating these where necessary whilst supporting the Subject Matter Expert to resolve the issue.
8. To be a point of escalation for access to records matters where necessary or where deviation from standard operating procedures is being requested. Analysis the situation and using own judgements, determine appropriate action or, in exceptional cases escalate to the Head of Governance for decision.
9. Day to day management of the access to records administration function, ensuring appropriate prioritisation of work to meet deadlines linked to a structured workplan for all governance functions.
10. Responsible for coordinating the access to records policies and procedures ensuring they are reviewed and updated in timely manner, complying with the trusts governance and approval processes.
11. The post holder will be expected to demonstrate independent working skills with minimum supervision with confidence and expertise to advise on issues that relate to data privacy, information assets information governance assurance, confidentiality, and legal basis for processing data as well as other Information Governance related topics.
12. To develop, create and produce reports regular (monthly) and ad-hoc (as and when needed) and to highlight anomalies for the team such as declarations of interest,. There may be need on occasion to explain the contents of the reports to groups of staff as learning and education and this will be supported by Management.
13. Act in an advisory role on best practice on access to records activities in line with the relevant legislation as well as specific health and social care standards.
14. Undertake work to support the Governance Team with the annual plan associated to Information Governance.
15. To support the customer focused and service user centred service model and culture
16. Undertake audits to review/test the effectiveness of procedures in own work area and highlight areas where service improvements could be made.
17. To implement, review and maintain standard operating procedures.
18. To assist in the development of policies and documents in line with legislation, ensuring the Trust remains compliant and up-to-date at all times.
19. Post holder will be required to demonstrate tasks to new members of the Governance team.
20. To be responsible for maintaining stationery and stock in the department and placing orders via PowerGate.
21. To provide admin support in typing up confidential reports and paperwork relating to investigations and disciplinary cases.
22. Arranging travel and accommodation for the Directorate and other department members when necessary.
23. To provide general administration support to the Governance team for example, ordering office equipment, regular minute/action log taking, diary management, maintaining stationery stock levels and assisting with the collection of data for performance reports.
24. To organise and administer several monthly and quarterly meeting on behalf of the Governance team which may require travel to and from other venues. This will include formulation of agendas, distributing papers, taking minutes and actions logs for the Chairs approval.
25. Running of scheduled reports as per established processes.
26. To support the function of and undertake tasks which follow standard processes with the occasional need to deviate for all areas of corporate/Trust governance (e.g. Risk Management (including Board Assurance Framework (BAF), declarations of interest, gifts & hospitality management, policy governance and compliance, internal and external audit facilitation, support the development of annual reports (such as annual report and quality account), support with both planned and unplanned inspections from regulators such as Care Quality Commission (CQC)).
27. To support the function of and undertake tasks which follow standard processes with the occasional need to deviate for all areas of Information Governance (e.g. Information Governance (IG) queries including Data Protection Impact Assessments (DPIA), individual privacy investigations, physical and digital records management and retention for both clinical and corporate records, audits linked to the Data Security and Protection Toolkit (DSPT) and guidance on effective record keeping (inline with trust policies and procedures))
28. The post holder will be required to assist the Governance team by processing Data in all areas of the workplan, using this data to create reports and documents for people at all levels of the organisation to understand and utilise.
29. The post holder will be required to attend meetings on behalf of the Governance Team and contribute in all areas linked to governance
30. The post holder will be required to deliver training on behalf of the governance team to members of internal NCHC staff (based on a training plan) ensuring all Trust staff are trained to the same standard
31. The post holder will be required to attend team meetings to deliver governance advice specific to that area of operation (e.g. attend a team meeting in finance and inform finance colleagues of all Governance related matters that impact them and how they can maintain compliance).
32. The post holder will undertake tasks required to maintain compliance with the Information Asset Register whilst supporting the overall governance operation program led by the Head of Governance.
