Information Governance Senior Assistant

Job description

Job responsibilities

Key responsibilities will include: Administer and maintain an effective system which enables a response to internal and external enquiries and requests relating to general data privacy including privacy impact assessments, Subject Access Requests, enquiries from the information Commissioners Office, data breach / information governance incidents monitoring and reporting etc.

To review, maintain and oversee legal compliance with Freedom of Information (FOI) requests as required and the Data Security and Protection Toolkit requirements using project methodology.

Coordinate and liaise with Executive Directors, Heads of Department and lead officers across the organisation regarding data privacy / Subject Access Requests enquiries/responses and act as the point of contact for such requests/responses for external enquiries.

To direct, support and assist patients / public in person, by telephone, email and in writing using a variety of communication skills, taking direct ownership and responsibility of resolving enquiries at the first point of contact where possible.

Provide advice to staff across the organisation and to patients / relatives / carers on the relevant information governance procedure.

Monitor service performance and improvements producing reports for onward reporting in conjunction with the Senior Information Governance Officer and Corporate Governance Manager.

The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information and knowledge to improve, inform and support a portfolio of projects, services, and initiatives.

Accurately capture details of all customer / staff contacts and keep records up to date, accurate and accessible. This will include using specific software on a daily basis, scanning records and managing confidential data

Operationally support data privacy impact assessments, including support with implementing actions to mitigate risks identified.

Provide administrative support including taking minutes, committee forward planners, preparing meeting agendas, production, co-ordination, preparation and dissemination of reports, minutes and other documents in respect of the Board and the committees of the organisation and other sub-groups.

Implement policies for own area of work and participate in proposing changes to policies and procedures (e.g. Freedom of Information, Information Governance and Information Security policies, risk management, Freedom of Information Act Policy etc.) ensuring quality improvement and monitoring is integral to all aspects of the organisation.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

Planning & Organising Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate. Ensure the Head of Corporate Governance and other senior managers have been briefed and have the required documentation for all meetings/events. Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes. Provide effective diary management for the senior managers, and/or team as appropriate, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high-level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans. Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively. Support the management of projects, gathering information, updating project documentation and undertaking enquiries as necessary for the project lead. Understand, highlight and document project risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.Service Improvement Assist with the setting up and management of effective business and administration processes to facilitate the smooth running of the team. Develop and implement robust work processes and systems to ensure timely delivery against deadlines. Work closely with other team members to improve current practices and processes to achieve best possible outcomes. Support the team on the timely capture of lessons learnt. Develop and maintain effective electronic and paper filing systems, to ensure information is kept securely and is accessible to other members of the team. Work with all team members in the collection of information for performance reporting on relevant team projects. Develop and maintain databases as required by the role. Contribute to effective information management within the team.Analysis & Judgment Act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Handle significant quantities of confidential and sensitive information on behalf of the Head of Corporate Governance and other senior managers, always ensuring the appropriate degree of confidentially and discretion is adopted at all times. Work with all team members in the collection and analysis of information for performance reporting on relevant team projects. Undertake reporting and analysis of information to support delivery, including running and collating reports to the board and senior management as required. Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities.Communication Ensure appropriate and timely responses to all relevant correspondence. Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner. Act as a key member of the team to support effective communication and stakeholder management both internally and externally. Operate in a highly political and sensitive environment. Communicate information and issues, including briefings and reports to managers and project leads as appropriate. Act as administration lead for all incoming issues to the senior managers and/or team, dealing with these appropriately and in a timely manner. Act as a filter for incoming calls to the team, relaying messages accurately and promptly and if possible solve simple queries. Where appropriate redirect to other senior staff, proactively seeking information and passing it on as necessary.

Financial Management Support budgeting, forecasting and tracking spend for projects; ensuring that appropriate justification exists, and that authorisation has been granted for all expenditure. Supporting the development of business cases for resourcing and project expenditure. Continually strive to deliver business and function outcomes, ensuring value for money and greater efficiency. Contribute to the financial delivery of the service, ensuring it is cost effective and delivered on time. Supply relevant information required for effective financial management. Support the team by raising purchase orders and checking invoices for payment.People Management Provide specialist training, advice and support on own area of responsibility where necessary. Support training and induction of new and existing staff. Supervise the team on their day to day activities. Participate in the recruitment processes of support staff.Research & Development Undertake surveys or audits as required. Carry out web based and publications research as appropriate. Actively support and contribute to the development of key performance indicators for the successful assessment of performance. Enable processes for sharing learning and outcomes.Policy & Service Development Propose changes to own area of work, informing policy and making recommendations for more effective delivery. Contribute to the review and development of existing project information management systems

Person Specification

Education and qualification

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration.

Knowledge and experience

• Demonstrable experience dealing with sensitive and confidential information.
• Experience and knowledge of handling Freedom of Information requests and enquiries, Subject Access Requests and Data Privacy Impact Assessments.
• Experience and knowledge of information governance and data privacy compliance, including Data Security and Protection Toolkit.
• Experience of minute-taking and administering Board and committee level meetings

Skills and abilities

• Excellent planning and organising capabilities, with exceptional attention to detail.
• Able to work without supervision to agreed deadlines.
• Able to communicate complex administrative information to a variety of stakeholders.
• Able to maintain effective working relationships at all levels and with staff in other offices.

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.

Certificate of Sponsorship

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.

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.

Employer details

Employer name

NHS Leicester, Leicestershire and Rutland Integrated Care Board

Address

County Hall

Glenfield

Leicester

LE3 8TB

https://www.leicesterleicestershireandrutland.icb.nhs.uk