HealthJobsUK

Detailed job description and main responsibilities

INFORMATION GOVERNANCE
• In line with legislation and Trust procedures, facilitate and support responses to requests for information received under European and
UK legislation, maintaining accurate logs of such activities.
• Facilitate and support release of health record information in response to ‘continuance of care’ requests.
• Provide training and support for new team members as part of local induction processes to support competency of IG Team.
• Provide advice and guidance to colleagues on disclosure of information in accordance with legislation and policy, including wider IDigital
functions including health records teams.
• Responsible for prioritising own workload in conjunction with colleagues to ensure compliance with KPI’s and statutory targets.
• Provide advice and assistance to patients, relatives, and 3rd parties such as solicitors and police with regard to appropriate procedures
for accessing confidential data.
• Propose changes to working practice to enhance quality, safety, and efficiency within the IG Team.
• Coordinate extraction, formatting, and indexing of health records from multiple clinical systems to provide to recipients in an intelligible
format, protection by appropriate security in line with departmental processes.
• Maintain adequate stock control for IG Team, placing orders for approval when additional equipment or stick is required.
• Assist with recruitment and interview processes for new team members.
• Alert any potential breaches of disclosure timeframes to immediate manager.
• Support documentation and administration of electronic logs for Access to Information requests, Data Protection Impact Assessments
and Information Sharing Agreements and the associated manual record systems, ensuring records are maintained for appropriate
retention period.
• Undertake surveys or audits as required to demonstrate effectiveness of IG Team procedures, collating data and outputs.
• Monitor generic email inboxes to ensure requests are managed or re-directed to appropriate function for action.
• Facilitate and support compliance with the Information Governance Communications Calendar and delivery of Information Governance
training materials to all Trust staff at corporate induction.
• Facilitate and support maintenance of the content of the Trust’s Freedom of Information Disclosure Log and Information Governance
Intranet and Internet sites.
• Participate in audits across both organisations to support Information Governance requirements, including confidentiality auditing and
spot checks, data flow mapping, and data sharing.
• Support the development of Information Governance training and awareness materials.
• Support the development and documentation of Information Governance procedures.
• Support the collection of compliance evidence for Information Governance and other relevant organisational audit and assurance
frameworks.
• Attendance and representation at internal or external meetings as required.
• Provide administrative support and meeting coordination for the Information Governance function.
• Point of contact for access to information related queries and enquiries from Trust staff and other service users, re-directing as
appropriate.
• Transcribe messages clearly and accurately and escalate as required to colleagues or managers.
• Deputise for the Information Governance Officer in their absence.
• Support and promote an information governance culture throughout the Trust.
• Deal with unpredictable work patterns because of changes in demand for information.
• Be proactive for self-development through experience, reflective practice, professional support and independent research and reading.
Maintain a personal portfolio for recording development.
• Provide support to the Scanning Bureau as required and undertake any other appropriate duties relevant to role and grade.
• Assist with the review and monitoring of IG related incidents, providing support and guidance to operational areas of the organisation.

DOCUMENT CONTROL
• Co-ordinate publication and dissemination of Trust policies, procedures, guidelines, protocols, business continuity plans, and terms of
reference, in line with Trust procedures to support corporate governance standards.
• Maintain archive of historical versions of policies and documents in line with national retention periods, flagging any to be appraised for
destruction or permanent retention.
• Maintain the document control inventory log, providing relevant data and reports for assurance and compliance monitoring.
• Provide a central reference point for advice to authors relating to aspects of the Document Control Policy and the development and
review of all procedural documents.
• Champion document control and raise awareness of requirements via various communication methods, including ad hoc training and awareness sessions.
• Point of contact for document control related queries and enquiries from Trust staff and other service users, re-directing as appropriate.