Summary
Working as part of the Information Governance team, the post holder will provide full administrative support to the Team. This will require the post holder to manage diaries, including resolving conflicting diary appointments, organise meetings, prepare meeting papers and take minutes of meetings, and undertake general administrative duties associated with the role. The postholder will also source and provide information when required, including report collation.
Work Activity Components
| Title | Details |
|---|---|
| Data security and protection toolkit (IG)(Level 4) | Uses the Data Security & Protection Toolkit (DSPT) to provide assurance that information assets are secure and handling personal information correctly. |
| Advice and guidance (Level 3)(IG) | Provides straight forward information governance advice and guidance to colleagues and suppliers to ensure they effectively manage information. |
| Risk assessment (IG)(Level 2) | Supports risk assessment following standard procedures. Maintains and monitors risk assessment documentation. |
| Regulatory compliance (Level 5) | Reviews and assists own organisation to maintain a privacy notice and record of processing activities (ROPA). Advises and, where necessary, assists on the application of data protection impact assessments (DPIA) and maintain records for compliance within regulatory access requirements. |
| Access requests (Level 4) | Supports the processing of subject access requests in accordance with GDPR requirements. |
| Admin support (Level 2) | Assists with a range of administration tasks. |
| Review findings (Level 3) | Collates evidence and examines for compliance with standards, statutory controls, or management directives. Identifies, escalates and documents issues of non-compliance. |
| Communications (Level 2) | Communicates effectively by competent use of email, telephone, written and face-to-face communication according to guidelines and customer care standards. Acts as a touchpoint for internal and external contacts. |
| Diary/meeting management (Level 2) | Organises meetings providing all relevant paperwork on time. Responsible for the production and distribution of the agenda and minutes of meetings. |
| Information handling (Level 2) | Maintains team filing and administration systems. |
| Travel (Level 2) | Under direction, and within standard guidelines, sources options and confirms travel and accommodation arrangements. |
Behavioural Skills
| Title | Details |
|---|---|
| Verbal Expression | Communicating effectively using the spoken word. |
| Written Expression | Communicating effectively in writing, such as reports and via emails. |
| Attention to Detail | Applying specific quality standards to all tasks undertaken to ensure that deliverables are accurate and complete. |
| Teamwork | Working collaboratively with others to achieve a common goal. |
| Customer Focus | Understanding the needs of the internal or external customer and keeping these in mind when taking actions or making decisions. |
Technical Skills
| Title | Details | Depth |
|---|---|---|
| Corporate, Industry and Professional Standards | Applying relevant standards, practices, codes, and assessment and certification programmes to the specific organisation or business domain. | Aware of |
| Information Governance Audit | Principles, practices, tools and techniques of information governance auditing and the Data Security and Protection Toolkit. | Familiar with |
Other Skills
| Title | Details | Depth |
|---|---|---|
| Document Management Techniques | Methods and techniques for the organisation, storage and version control of information in both paper and electronic formats. | Aware of |
| Legislation | Relevant national and international legislation. | Aware of |
| Risk Management | Methods and techniques for the assessment and management of business risk. | Aware of |
| Time Management Techniques | Methods and techniques for making effective use of own time. | Proficient in |
Training
| Title | Details |
|---|---|
| Security Awareness | Tools and techniques to help users and employees understand the role they play in helping to combat information security breaches and for IT and security professionals to prevent and mitigate risk. |
| Information Assurance | Information assurance methods, tools and techniques used to protect the integrity, availability, authenticity, non-repudiation and confidentiality of user data and manage the risks related to the use, processing, storage, and transmission of information. |
| Audit Standards and Techniques | Training in the standards against which audits will be conducted, and in methods, procedures and techniques for the conduct of audits. This includes methods for ensuring regulatory compliance where appropriate. |
Professional Development Activity (PDA)
| Title | Details | PDA Group |
|---|---|---|
| Participation in Group Activities | Participating in group activities inside or outside of the working environment that can assist with the development of interpersonal skills. | Broadening Activities |
| Job Shadowing and Special Assignments | Undertaking temporary periods or secondments in other roles, particularly those that offer a new perspective on own function or exposure to other environments and cultures. | Broadening Activities |
| Gaining Knowledge of Employing Organisation | Gaining basic knowledge of the employing organisation, its business, structure, culture, policies, products/services, operations and terminology. | Increasing Knowledge |
| Team Working | Undertaking learning and practice in the techniques of team and collaborative working. Gaining an understanding of the underlying concepts. | Developing Professional Skills |
| Communications | Undertaking learning and practice in oral and written communications, including report writing and presentation. | Developing Professional Skills |
Supporting Information
Relevant national and international legislation that practitioners should be aware of includes, but is not limited to, the Data Protection Act, GDPR, Freedom of Information Act, National Health Service Act, Human Rights Act, Environmental Information Regulations, Equalities Act, Common Law Duty of Confidentiality and relevant regulations (e.g. COPI). When applying standards, practices, codes and frameworks relevant to the information governance and the specific organisation or business domain pracititioners should be aware of the Information Governance Framework for Integrated Health and Care, the Data Security and Protection Toolkit and the Caldicott Principles.
The Professional Body Responsible for this job family is IHRIM. This job role profile was created in collaboration with BCS, using Role Model Plus.