Job summary

We are looking for a well organised individual who understands confidentiality and data protection, has excellent Office skills and enjoys the challenge of meeting tight deadlines whilst maintaining high standards.

The post holder will be a key player in the information governance team and has direct responsibility for the coordination of a number of key information governance functions.

The post is based in our Trust headquarters at Alie St. Whilst there is currently some hybrid working the successful candidate will be expected to be in the office at least two days a week.

Main duties of the job

Support information governance audit and compliance

Provide administrative support for the Associate Director of Information Governance

Co-ordinate training compliance

Co-ordinate information governance steering group papers

Act as the Trust's Privacy Officer, ensuring that routine reports are run and access to systems outside of the legitimate relationship are escalated for action

About us

Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, WeRespect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and intheir relationships with colleagues in the Trust and our partner organisations

Job description

Job responsibilities

• Generally provide support and coordination for the Trusts information governance functions
• Arrange and coordinate information governance events
• Manage the provision of information governance guidance leaflets and publicity materials
• Coordinate the intranet information governance pages
• Coordinate routine information governance surveys
• Provide administrative support for the Associate Director of Information Governance
• Coordinate processes to ensure mandatory information governance training is organised and delivered on time and in accordance with national standards
• Deliver statutory/mandatory training information governance training
• Coordinate and administer the Data Security Training spreadsheet, ensuring training compliance is proactively updated on the spreadsheet
• Arrange virtual and classroom training sessions
• Ensure training reminders are sent, chased and escalated when necessary
• Maintain and proactively manage the information governance policies database
• Act as the Trusts Privacy Officer, ensuring that routine reports are run and access to systems outside of the legitimate relationship are escalated for action
• Generally provide support and coordination for the completion of the annual Data Security and Protection Toolkit assessment in line with required timescales
• Support the Information Governance Manager to manage confidentiality breaches reported on Datix
• Work closely with the incident team to ensure that requests for further information on individual breaches are requested and provided in a timely way to required standards
• Administer and coordinate the reporting of reporting confidentiality breaches to the ICO via the Data Security & Protection Toolkit
• Run routine reports on numbers and types of data security breaches
• Coordinate regular pre-determined routine information governance audits across the Trust to contribute to Data Security & Protection Toolkit compliance and raise awareness of information governance principles
• Take an active role in helping to undertake information governance audits
• Provide support for internal audit which will include arranging meetings with internal audit, providing evidence and maintaining action plans
• Arrange, coordinate and provide administration for the Information Governance Steering Group including the coordination of papers, room bookings, IT equipment, Chair availability and associated tasks
• Be responsible for the drafting, coordination and updating of the action log, ensuring that responsible delegates are aware of their actions and are supported to deliver actions on time
• Provide routine dashboards and other pre-determined reports as required
• Provide high quality minutes and action points as and when required
• Coordinate completion of the Trusts information asset registers and data flows mapping
• Arrange routine information asset training on behalf of the Information Governance Manager
• Working from lists provided by ICT, ensure that individuals are routinely aware of the need to upload incorrectly placed documents to the correct record
• Run reports on incorrectly uploaded documents to identify patterns of occurrence to enable the Information Governance Manager to work with services to make improvements
• Coordinate requests for destruction from services, ensuring they are tabled at Information Governance Steering Group and decisions for approval or otherwise are communicated to the service
• Provide administrative support for Trust-wide records management projects managed by the information governance service
• Be a point of contact for archiving providers used by the Trust
• Coordinate annual archiving provider audits

Person Specification

Education/ Qualification/ Training

Essential

• Educated to degree level or equivalent experience

Experience

Essential

• Experience of working in the NHS
• Experience of interpreting and providing technical advice and support
• Considerable experience of working in as part of an administrative team
• Experience of running and manipulating database and Excel reports
• Experience of managing day to day routines associated with activities that have statutory or other deadlines
• Experience of using Datix modules or other similar risk management and request for information systems
• Proven experience of working in an information governance or assurance role in a large NHS Trust
• Experience of coordinating meetings and events
• Experience of managing intranet content

Knowledge and Skills

Essential

• Excellent standard of written and spoken English
• Good communication and interpersonal skills including the ability to listen and communicate effectively verbally and in writing. This will include the ability to communicate technical information to a nontechnical audience
• Evidence of being discreet and of handling confidential information appropriately
• Good negotiation and conflict resolution skills to manage and de-escalate potentially difficult/contentious situations
• Ability to prioritise and manage a number of conflicting requirements in a professional manner and deal with a number of issues at the same time.
• Analytical skills to identify key facts from large amounts of information
• Able to work cohesively within a small team and independently
• A high degree of technical computer skill
• Data entry skills
• Ability to prioritise workload, and plan and organise own time effectively
• Ability to act independently, and on own initiative
• Ability to work as part of a team
• Excellent organisational skills
• Ability to manage own workload without direct supervision
• Ability to work under pressure and flexibly in a busy working environment
• Ability to deal with phone calls from verbally abusive callers
• Knowledge of administrative procedures
• Understanding of the principles of confidentiality

Desirable

• Knowledge and understanding of the Data Protection Act, Freedom of Information Act and the Data Security & Protection Toolkit
• Knowledge and understanding of medical terms

Any attachments will be accessible after you click to apply.

363-CP5206720-A