JOB DESCRIPTION. Information Rights Coordinator. Policy and Governance. Legal Services. The Burys, Godalming, Surrey, GU7 1HR.

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1 Waverley is an ambitious authority, committed to being one of the leading Councils in the country at a time of major change by developing a high performing, highly engaged staff team to share the organisation s values and deliver our corporate objectives. JOB DESCRIPTION Job title: Service: Team: Location: Reporting to: Responsible for: Information Rights Coordinator Policy and Governance Legal Services The Burys, Godalming, Surrey, GU7 1HR Deputy Borough Solicitor N/A OUR ORGANISATIONAL VALUES Openness Excellence Fairness Team Work Taking Ownership In Waverley we value openness and honesty where communication is clear and constructive and actions are transparent. In Waverley we value excellence, working in a consistent and professional way to achieve the highest standards possible, taking the time to recognise and celebrate success. In Waverley we value fairness and respect, working with integrity to ensure that everyone is treated well and has equal access to the opportunities available. In Waverley we value team work and collaboration, with approachable staff actively contributing to our shared corporate goals. In Waverley we value taking ownership, where everyone feels personally committed to issues at hand and is working towards a positive outcome. PRINCIPAL PURPOSE OF THE ROLE 1 P a g e Receive and assess written requests for information. Respond to these requests in line with either the Freedom of Information Act 2000 (FOIA), Environmental Information Regulations 2004 (EIR) or Data Protection Act 1998 (DPA). Ensure that the Council s Information Rights Policy is followed and to prepare and

2 send responses in line with Regulations. MAIN DUTIES AND ACCOUNTABILITIES Receive requests via post or ; assess whether they fall under FOIA, EIR or DPA; log the request, forward to relevant service(s) to obtain information; send an acknowledgement and attach all correspondence to the database. Analyse and clarify information provided by Services, prepare and send responses. Identify where exemptions or exceptions may apply, prepare refusal notice following ICO guidelines and where necessary obtain advice or approval from the Legal Services team before sending. In the case of a Subject Access Data Request, obtain fee and proof of identity; research the files or documents requested; check and redact any information not disclosable under the Data Protection Act before sending to applicant. Maintain web pages relevant to Information Rights. Be aware of recent decision notices issued by the Information Commissioner s Office (ICO) and ensure up-to-date knowledge of legislation. Prepare a weekly report of current requests for information for the Executive Director, Directors, Heads of Service and Borough Solicitor. Any other duties assigned by the Borough Solicitor or Head of Policy and Governance from time to time. Business Continuity Play a pivotal role in the business continuity planning and should the need arise assist in ensuring business recovery of key service provision in a 24 hour window. Health and Safety Comply with all Health and safety legislation for your area of work, ensuring that risks are identified, managed and monitored as required DIMENSIONS OF THE ROLE (Figures which give a clearer picture of your job, e.g. budgets, number of staff, number of enquiries per week) 2 P a g e An average of 12 requests received each week and usually around 25 open at any one time. 6 8 requests responded to each week. In excess of 550 requests dealt with per year. AREAS OF ACCOUNTABILITY/PROBLEM SOLVING DECISION MAKING / SCOPE FOR IMPACT Decide if information requested falls under the FOIA, EIR or DPA, whether it can be freely provided or if any exemptions or exceptions apply depending on officer interpretation of the regulations. Provide information in consultation with colleagues or issue a refusal notice accordingly. Ensure information provided conforms to legislative requirements, for example, information is redacted where necessary, taking the appropriate legal advice to ensure Waverley is not exposed to legal challenge. Responsibility for adhering to ICO deadlines and procedures, ensuring there are adequate follow-up procedures with senior management when requests for information are near to deadlines and escalate action where necessary. Provide details of the Information Rights Policy to staff and advise where possible

3 on any decision to refuse disclosure of the information. PLANNING/ORGANISING/CONTROLLING (The main features of the part of the organisation in which you work, e.g. in terms of its purpose and geographic boundaries) Department - Policy and Governance Section - Legal Services and Land Charges Organisation chart - (Organisation chart showing the people for whom you work, any staff who report to you and other colleagues within your Section) The Legal Services and Land Charges Section structure (Please see attached page) CUSTOMERS AND CONTACTS (People with whom you have regular personal contact, excluding immediate Manager / Sub-ordinates) INTERNAL All staff, Corporate Management Team, Heads of Service, Borough Solicitor EXTERNAL Members of the public/organisations/councillors who send in requests. SERVICE/TEAM STRUCTURE SEE STRUCTURE CHART ON FOLLOWING PAGE 3 P a g e

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5 LEGAL SERVICES TEAM STRUCTURE Borough Solicitor Deputy Borough Solicitor Property Lawyer (P/T) Projects and Regenera tion Lawyer Litigation, Licensing & Regulatory Lawyer Planning Lawyer (P/T) Planning Lawyer Legal Executive (P/T) Legal Business Manager Information Rights Coordinator Data Protection Officer Local Land Charges Administrator Legal Services Apprentice Legal Services & Local Land Charges Administrator (P/T) 5 P a g e P/T = Part-Time Local Land Charges Administrator

6 PERSON SPECIFICATION Candidates must be able to demonstrate, giving examples, all essential criteria marked as A, A/C or within their application form to be shortlisted for this role. PERSON SPECIFICATION ESSENTIAL CRITERIA HOW ASSESSED DESIRABLE CRITERIA HOW ASSESSED QUALIFICATIONS/ EDUCATION / TRAINING / EXPERIENCE Good level of education A Degree or equivalent professional qualification A KNOWLEDGE Working knowledge of Freedom of Information and Data Protection legislation Significant information governance or data management experience Understanding of the workings of local government Awareness of Safeguarding TECHNICAL SKILLS Project management skills and ability to work to deadlines Ability to work in a corporate and political context Awareness of relevant legislation Ability to interpret complex legislation/regulations Ability to use a variety of IT packages Excellent administrative and organisational skills COMMUNICATION Ability to communicate at all levels Good oral and written communication skills CUSTOMER SERVICE Understanding of and commitment to promoting equality and diversity in service delivery and employment. I 6 P a g e

7 TEAM WORKING MANAGING SELF AND OTHERS If the post requires the postholder to speak to the public as a regular and intrinsic part of their role, please add the following words: Accurate spoken English is essential for the post Ability to communicate at all levels Ability to work without close supervision and to use own initiative I CAN DO APPROACH / ACHIEVING RESULTS Can-do attitude and a team player. SPECIAL REQUIREMENTS For business continuity purposes you are required to have access to the internet at home via broadband on a PC, laptop or tablet. item A How assessed A = Application CV/Personal Statement C = Certificates/professional Registration D = DBS police check E = Exercise I = Interview M = Medical assessment Basic Disclosure Clearance- Government Requirement for Accessing Council and Government Data To comply with the Public Sector Networks (PSN) Code of Connection, Waverley Borough Council, like other public organisations, need to undertake basic disclosure checks for unspent convictions only, in respect of those staff who will access our IT systems. For Official Use only Job title: Information Rights Post no: AF98 Coordinator Service: Policy and Governance JE score: 204 Team: Legal Services Pay band: 9 Location: The Burys Position type: Full time Godalming, Surrey GU7 1HR (if part time, working 37 Hours/ Five day week pattern) 7 P a g e

8 Competencies: (level 1 4) REVIEWED BY: CHECKED IN: Communication: 2 Customer Service: 2 Team Working: 2 Managing Self and Others: 2 Can do approach/results 2 Robin Taylor DATE: Employee Services this? DATE: March 2018 March 2018 LAST UPDATED: Legal Services DATE: 20 March P a g e