Information Governance and System Co-ordinator

Job description

Job responsibilities

Job Summary

The Information Governance and System Co-ordinator reports directly to the Business Manager and is responsible for supporting them in coordinating Information Governance across the practice, managing Subject Access Requests, coordinating IT equipment, working closely with our technical support and other system suppliers.

Accountabilities

Coordinator for Information Governance (IG) across the practice, updating policies, training documents, supporting audits and involved with data security, confidentiality and compliance requirements.

Manage Subject Access Requests (SARs), support the business manager in dealing with data breaches and information governance incidents, coordinating investigations, responses, records and escalation where required.

Support the practice manager with managing the practice IT systems and digital infrastructure, acting as the key link with external IT support, NHS/Trusted Technology providers and other system suppliers.

Maintain asset and equipment registers, including hardware, software, devices, licences and associated records, and oversee telephony and communication systems, coordinating faults, upgrades and supplier support.

Job responsibilities

Information Governance

Assisting the Business Manager with Information Governance duties

Support the Business Manager with any data breaches, coordinating investigations etc

Assisting the Patient Experience Manager when dealing with any complaints involving patient data or confidentiality

Logging and investigating any IG issues

Supporting with audits, in particular the Data Toolkit

Develop SOPs relating to IG and Data Security

Complete IG checks across the practice

Subject Access Requests

Manage all Subject Access Requests, from receipt, administration, coordinating the reports and delivery

Maintain a log of all SARs

IT Systems

Supporting staff with routine IT queries and escalating issues where necessary.

Updating and maintaining the practice asset register.

Monitoring stocks of IT consumables, including toners and drums, and reporting low stock levels.

Undertaking routine checks to ensure clinical rooms have the required IT equipment and reporting any faults or shortages.

Assisting with the deployment and setup of IT equipment, including PCs, laptops, phones, and printers.

Encourage team working and development

Ensure good staff communications

Maintaining PAT testing records and assisting with the scheduling of annual testing.

Assisting with the organisation of maintenance visits and contractor access.

Train and support staff in safe and effective use of the clinical systems.

Confidentiality

Ensure and promote confidentiality throughout all aspects of your duties.

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

o Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.

o Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

o Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for

maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

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.

Person Specification

Qualifications

• Understanding of confidentiality and data protection, especially in line with NHS data governance requirements
• Good organisational skills with the ability to prioritise workload and meet deadlines
• Working knowledge of NHS related Management Information Systems (i.e. SystemOne)
• Effective communication skills, able to respond to queries from staff, suppliers, and external organisations
• Ability to work independently and as part of a team in a busy environment
• Strong IT skills, including proficiency in Microsoft Excel and Microsoft Office
• High level of accuracy and attention to detail, particularly when handling patient data
• Relevant experience in an Information Governance, Systems and/or administrative role, ideally within a healthcare, NHS, or GP practice setting
• GCSE grade A to C in English and Maths or equivalent

• Understanding of primary care funding and GMS contract

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.

Employer details

Employer name

Trafalgar Medical Group Practice

Address

25 Osborne Road

Southsea

Portsmouth

Hampshire

PO5 3ND

United Kingdom

Employer's website

https://www.trafalgarmedicalgrouppractice.co.uk/