JOB DSCRIPTION 1. Job Details: Job Title: Hours: Deputy Information Governance Manager 37.5 per week. Band: 6 Department / Directorate: Information Management &Technology The Information Management & Technology (IMT) Service provides a diverse range of information technology and system services to the Royal Devon and xeter Foundation NHS Trust and other organisations. We recognise the Patient in service delivery, system design and prioritisation and work to deliver, support and enable the Corporate and Supporting Strategies. IMT Service reports to the Medical Director 2. Job Purpose: The post holder is responsible for assisting on Information Security within the Trust and supporting the Information Governance Manager in managing the Information Governance agenda across the Trust. The post holder is responsible for providing advice on Information Security throughout the Trust and acting as Information Security Officer for the Trust. The post holder is responsible for managing a responsive and customer focused Information Governance team to ensure legislative and organisational requirements are met. In the absence of the Information Governance Manager the post holder will act as deputy. 3. Dimensions/Key Working Relationships: To manage approx. 5 WT staff, Information Governance Team see organisational chart. Key relationships: Medical Director and SIRO Caldicott Guardian xecutive Directors Senior and Department Managers Trustwide Deputy Director IM&T Head of Applications Support & Development and Patient Records
Head of Infrastructure Delivery Patient Records Manager Information Governance Manager Trust Solicitors Clinicians Healthcare Professionals Admin & Clerical Staff System Managers Patients and the General Public Police, Statutory Undertakings, external Solicitors and Insurance Companies Other relevant xternal Organisations including DWP, Local Authorities 4. Organisation Chart: Information Governance Manager Deputy Information Governance Manager Senior Information Governance Officer Information Governance Officer Information Governance Support Apprentice 5. Key Result Areas/Principal Duties and Responsibilities: Service Delivery - Deputy Information Governance Manager To manage the Information Governance Team ensuring all requests for data are received centrally, recorded and processed in line with Trust / Data Protection Act (DPA), Access to Health Records Act (AtHRA) and the Freedom of Information Act (FOI) and nvironmental Information Regulations 2004, adhering to time limits and ensuring any applicable fees are reclaimed. To ensure the IG Team handle all requests for personally identifiable Information by Patients, Police, Statutory Bodies, War Pensions, Department of Social Security and other Hospitals for treatment, are managed and processed in line with statutory requirements and Trust procedures and maintain oversight and monitor requests ensuring only the relevant and authorised information is released, including where this is done without the patient s consent. To manage and monitor IG Team standards and performance and provide monthly activity reports to the Information Governance Manager and ensure the Information Governance Team databases, are kept up to date of all actions at all times.
To ensure accurate records are kept of monetary transactions relating to Subject Access Requests and Medico Legal requests and ensure this is managed efficiently. To support the Information Governance Manager in providing advice and guidance on Information Governance (IG) matters, ensuring all necessary procedures and processes comply with current legislation and make recommendations and contribute to creation of Information Governance policies and procedures to ensure that the Trust meets its statutory requirements. To support the Information Governance Manager in co-ordinating the completion of the Information Governance Toolkit external assessment including; identifying requirements, evidence and gaps. Support the Information Governance Manager (IGM) in structuring the action plan, ensure appropriate evidence is available and that the assessment is submitted within the required deadline and to lead on the Information Security aspects of the IG Toolkit Monitoring information governance incident activity on behalf of the Trust reporting to the IGM and providing reports to the Information Governance Steering Group To assist and support the IGM in raising awareness of IG throughout the Trust by pulling together training material / presentations / handouts / intranet and deliver workshops, corporate induction and ad hoc training as and when necessary. Undertaking Information Governance checks on Research requests that have been to the thics Committee ensuring that personal data is processed in line with DPA98 and the Data Protection Principles. Also to maintain a database of research requests and identification numbers and escalate any concerns to the IGM. Working with Patient ngagement and xperience to ensure patients are informed about how their data will be used. Investigating Information Governance related complaints in accordance with the Trust s Incident Reporting, Analysing, Investigating and Learning Policy and Procedures. Maintain the development of the Information Governance intranet site, ensuring the site provides all relevant information to staff on information governance issues and is maintained and up to date. In conjunction with the FOI handler to work with Departments to ensure the FOI Publication Scheme (PS) on the Trust s website is up to date, relevant and user friendly. nsuring routine information is publicly available through the PS to help reduce the number of FOI requests and ensure all FOI requests are answered in accordance with the requirements of the Freedom of Information Act 2000(FOIA) and nvironmental Information Regulations 2004(IR). To review and make recommendations to the Information Governance Manager (IGM) on changes to procedures as appropriate. To develop and maintain the Trust s Information Asset Register and maintain the Information Asset Owners register and educate them on their responsibilities including Business Continuity Plans, Risk Assessments and System Level Security Policies, ensuring these are updated. Develop and implement a mechanism for defining and maintaining information flow maps within the Trust and between the Trust and partner organisations providing advice where necessary. To assist and support the IGM in maintaining Information Risks on the Trust s Risk Register. To manage the use of the IMT services photocopier ensuring recharge systems are in
place. To participate in the Trust s Performance Planning and Review Program Service Delivery - Information Security Officer To act as Trust Information Security Officer co-ordinating and providing advice and guidance as appropriate. nsuring that associated systems and processes are appropriately monitored and audited. Provide input to the creation and maintenance of Information Security Policies and ensure that Trust policies and practice conform to current national and local Information Security guidance and are compliant with the Data Protection Act 1998 and other relevant legislation and regulations. Co-ordinate information security activities (including training) with the Head of IT Infrastructure Delivery and IT staff, Information Governance staff and other stakeholders (e.g. Caldicott Guardian, Patient Records Manager) and staff with interests in Consent, Confidentiality, the Data Protection Act and other legislation in the Trust. Report regularly to the Information Security Forum on the effectiveness of information security and attend such user group meetings as necessary. Work with the Head of IT Infrastructure Delivery and others to develop and implement an information security awareness and training programme. Investigate suspected and actual breaches of information security and undertake reporting and remedial action as required. Maintain a log of any incidents, remedial recommendations and actions and following the Trust risk assessment policy, identify trends and effectiveness of policies/procedures and highlight deficiencies for remedial action. To monitor Trust information activity using technical tools (Leakproof software) and incident monitoring to ensure identification of any non-compliance with Trust policy and national standards. Develop rule sets for Leakproof software to monitor systemic and casual data flows and report to the ISF and IGSG. To maintain and update own knowledge of developments in Information Security. People To manage the staff within the Information Governance Team section ensuring the provision of a high quality service. To ensure all staff within section undertake their duties in accordance with the Trust s relevant Policies and Procedures. To work effectively with members of the public, Police, legal representatives and staff in dealing with their queries in respect of Freedom of Information, access to health records and other information governance issues. To ensure SR is updated on essential training, sickness and PDRs for all staff within the Information Governance team. To ensure all Information Governance staff undergo appropriate training for their role. To undertake performance, planning and review of staff on a yearly basis. To be responsible for the recruitment and selection of staff in accordance with the Trust s and departmental personnel policies.. To participate in induction of new staff as appropriate.
Deputise for the Information Governance Manager To support the Caldicott Guardian, giving professional advice on DPA and FOI, assisting the decision making process for releasing non routine information where consent is not appropriate ensuring the Trust is not in breach of DPA or FOI. To present reports / updates to the Information Governance Steering Group to ensure the IG work plan meets year on year targets. To be the point of contact for giving general advice to managers and staff. To attend meetings as appropriate in the absence of the IG manager. Security and Confidentiality To ensure that the security and confidentiality of patient information is maintained at all times as per the Trust s IG and Information Security Policies. To assist the Information Governance Manager with annual reviews to ensure Security and Information Governance policies comply with appropriate legislation and Caldicott recommendations. To assist in the delivery of the Information Governance presentation at Corporate Induction. To report through the Trusts Accident / Incident reporting system any breaches of security / confidentiality and make recommendations/take remedial action to ensure incidents are not repeated. To undertake any other duties as required by the Information Governance Manager commensurate with the grade. Other Responsibilities: To take part in regular performance appraisal To undertake any training required in order to maintain competency including mandatory training, i.e. Fire, Manual Handling To contribute to and work within a safe working environment The post holder is expected to comply with Trust Infection Control Policies and conduct him/herself at all times in such a manner as to minimise the risk of healthcare associated infection.
TH TRUST - PURPOS AND VALUS We are committed to serving our community by being a high quality specialist Hospital with consultant-led services. We aim to co-ordinate our services with primary and community care, and to develop a limited number as Sub-Regional Referral Centres with appropriate levels of research, development and educational involvement. Where appropriate, and consistent with our services, we may provide services aimed at preventing disease and debilitation. We aim to make all our services exemplary in both clinical and operational aspects. We will show leadership in identifying healthcare needs to which we can respond and in determining the most costeffective way of doing so. We will share our knowledge with neighbouring healthcare agencies and professionals. We recruit competent staff that we support in maintaining and extending their skills in accordance with the needs of the people we serve. We will pay staff fairly and recognise the whole staff s commitment to meeting the needs of our patients. We are committed to equal opportunity for all and encourage flexible working arrangements including job sharing. GNRAL This is a description of the job as it is now. We periodically examine employees' job descriptions and update them to ensure that they reflect the job as it is then being performed, or to incorporate any changes being proposed. This procedure is conducted by the Manager in consultation with the jobholder. You will, therefore, be expected to participate fully in such discussions. We aim to reach agreement on reasonable changes, but if agreement is not possible, the Trust reserves the right to insist on changes to your job description after consultation with you. The RD& is a totally smoke-free Trust. Smoking is not permitted anywhere on Trust property, including all buildings, grounds and car parks. For help to quit call: 01392 207462. As an employee of the Trust, it is a contractual duty that you abide by any relevant code of professional conduct and/or practice applicable to you. A breach of this requirement may result in action being taken against you (in accordance with the Trust s disciplinary policy) up to and including dismissal.
PRSON SPCIFICATION POST: Deputy Information Governance Manager BAND: 6 QUALIFICATIONS / TRAINING RQUIRMNTS *Desirable / ssential At At 2 nd KSF Recruitment Gateway Graduate level or equivalent academic or professional qualification In depth specialist knowledge and experience in Information Governance Master s degree, in management or equivalent management experience Risk assessment certificate Qualification in Information Security Principles or equivalent demonstrable experience. D KNOWLDG / SKILLS Work to achieve agreed objectives with freedom to do this in their own way, working within broad professional policies Advise without reference to manager Act as a lead specialist in own area Working knowledge of an Acute Trust setting Comprehensive knowledge of Microsoft Office Applications Ability to work to policy/legislation and strict time limits Web skills updating website both internet and intranet Knowledge of Information Governance Toolkit XPRINC Health Records experience in a hospital setting Understanding of the Data Protection Act 1998 and Access to Health Records Act, in particular extensive knowledge of the Rights of Data Subjects Understanding/working knowledge of the Freedom of Information Act Delivery training or presentations to large groups of staff Proven experience of communicating with senior staff, ie consultants xperience of writing reports and papers PRSONAL ATTRIBUTS Highest integrity Professional approach xcellent interpersonal and communication skills, both verbal and written xceptional commitment to detail/problem solving skills Good organisational skills D
Ability to demonstrate tact and understanding of data subjects needs Smart appearance Willingness to learn, research, expand knowledge Confidence Good attendance record Good analytical skills and decision making OTHR RQUIRMNTS Driving Licence and use of own car HAZARDS IDNTIFID (tick as appropriate): Laboratory specimens Clinical contact with Performing xposure Proteinacious Dusts patients Prone Invasive Procedures Blood / Body Fluids Dusty environment VDU use Radiation Challenging Behaviour Manual handling Solvents Driving Noise Respiratory Sensitisers Food handling Working in isolation