Job summary
The post holder will perform a range of general duties associated with Information Governance systems and processes.
The postholder will be responsible for the administration of the Information Asset Register and the Record of Processing Activities. Providing training and holding meeting with the service leads and administrators to assist with completion of the Information Asset Register and the Record of Processing Activities will be part of the role.
The post holder will provide support to allow the processing of smartcard scheme function to be fulfilled.
The role will also be responsible for providing a day to day support service and administration by liaising with staff to support the operational needs of the information governance function within Provide Group.
The post holder will assist with the update of a range of spread sheets and perform word processing, this will require an understanding of a variety of database systems utilised within the team.
Main duties of the job
- Liaising with Provide services/departments, data subjects and internal and external stakeholders
- Communicating with various stakeholders using email, post
- Maintaining documents, spread sheets and records
- Liaising with Provide services/departments to coordinate the collection, recording and maintenance of the Information Asset Register (IAR)
- Supporting the services/departments with completion of the IAR and provide training where necessary
- Liaising with Provide services/departments to coordinate the recording and maintenance of the Record of Processing Activities (ROPA)
- Supporting the services/departments with completion of the ROPA and provide training where necessary
- Sending out communication in relation to IAR and ROPA
- Work in accordance with Provide CIC policies and protocols. Implement departmental policies within own area of work as required.
- To assist with the organisation's Freedom of Information and Subject Access Request processes.
- Provide administrative support for the process of administering the RA smart care scheme function
About us
Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.
We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people's homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.
A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
Vision: Transforming Lives
Values: Care, Innovation and Compassion
Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.
Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.
We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.
Eligible for NHS Pension
Job description
Job responsibilities
MAIN DUTIES & RESPONSIBILITIES
- Liaising with Provide services/departments, data subjects and internal and external stakeholders
- Communicating with various stakeholders using email, post
- Maintaining documents, spread sheets and records
- Liaising with Provide services/departments to coordinate the collection, recording and maintenance of the Information Asset Register (IAR)
- Supporting the services/departments with completion of the IAR and provide training where necessary
- Liaising with Provide services/departments to coordinate the recording and maintenance of the Record of Processing Activities (ROPA)
- Supporting the services/departments with completion of the ROPA and provide training where necessary
- Sending out communication in relation to IAR and ROPA
- Work in accordance with Provide CIC policies and protocols. Implement departmental policies within own area of work as required.
- To assist with the organisations Freedom of Information and Subject Access Request processes.
- Provide administrative support for the process of administering the RA smart care scheme function
Communication duties and responsibilities
- Ensures confidentiality is maintained at all times. Communicating with all levels of staff throughout Provide Group
- Able to listen to, understand and follow lengthy instructions and narratives.
- Able to ask questions to understand and appreciate other perspectives.
- Able to provide and receive information which require tact or persuasive skills or where there are barriers to understanding.
- Able to respond appropriately to queries and complaints.
- Able to speak clearly and confidently in work place situations.
- Able to write effective emails, short reports and records.
- Able to read and understand a variety of texts.
- Able to make appropriate calculations.
- Able to present results clearly and accurately.
Technology Skills
- Maintain documents, spread sheets and records. Proficient in the use of Microsoft Outlook or similar Email application
- Proficient in the use of the Web and Web applications
- Proficient in the use of Microsoft Word
- Proficient in the use of Electronic Patient Records
- Accurate data input skills, e.g. accurately entering data into Excel or an electronic records system
- Confident with the use of IT systems and equipment, including mobile devices
Team Working
Able to work with others towards shared goals.
- Is respectful and open to the thoughts, opinions and contributions of others.
- Recognises and respects peoples diversity, individual differences and perspectives.
- Able to share information appropriately.
Personal Attributes
Acts as an ambassador for Provide and demonstrates excellent customer care at all times.
- Is able to deal with people, problems and situations with honesty and integrity.
- Meets timekeeping and attendance requirements.
- Understands their own rights and responsibilities in the workplace.
- Understands and respects confidentiality
- Is accountable for own actions.
- Is willing to continuously learn and grow.
- Is able to cope with uncertainty and respond constructively to change.
- Supports other colleagues and co-workers and promotes positive relationships within team and beyond.
Job description
Job responsibilities
MAIN DUTIES & RESPONSIBILITIES
- Liaising with Provide services/departments, data subjects and internal and external stakeholders
- Communicating with various stakeholders using email, post
- Maintaining documents, spread sheets and records
- Liaising with Provide services/departments to coordinate the collection, recording and maintenance of the Information Asset Register (IAR)
- Supporting the services/departments with completion of the IAR and provide training where necessary
- Liaising with Provide services/departments to coordinate the recording and maintenance of the Record of Processing Activities (ROPA)
- Supporting the services/departments with completion of the ROPA and provide training where necessary
- Sending out communication in relation to IAR and ROPA
- Work in accordance with Provide CIC policies and protocols. Implement departmental policies within own area of work as required.
- To assist with the organisations Freedom of Information and Subject Access Request processes.
- Provide administrative support for the process of administering the RA smart care scheme function
Communication duties and responsibilities
- Ensures confidentiality is maintained at all times. Communicating with all levels of staff throughout Provide Group
- Able to listen to, understand and follow lengthy instructions and narratives.
- Able to ask questions to understand and appreciate other perspectives.
- Able to provide and receive information which require tact or persuasive skills or where there are barriers to understanding.
- Able to respond appropriately to queries and complaints.
- Able to speak clearly and confidently in work place situations.
- Able to write effective emails, short reports and records.
- Able to read and understand a variety of texts.
- Able to make appropriate calculations.
- Able to present results clearly and accurately.
Technology Skills
- Maintain documents, spread sheets and records. Proficient in the use of Microsoft Outlook or similar Email application
- Proficient in the use of the Web and Web applications
- Proficient in the use of Microsoft Word
- Proficient in the use of Electronic Patient Records
- Accurate data input skills, e.g. accurately entering data into Excel or an electronic records system
- Confident with the use of IT systems and equipment, including mobile devices
Team Working
Able to work with others towards shared goals.
- Is respectful and open to the thoughts, opinions and contributions of others.
- Recognises and respects peoples diversity, individual differences and perspectives.
- Able to share information appropriately.
Personal Attributes
Acts as an ambassador for Provide and demonstrates excellent customer care at all times.
- Is able to deal with people, problems and situations with honesty and integrity.
- Meets timekeeping and attendance requirements.
- Understands their own rights and responsibilities in the workplace.
- Understands and respects confidentiality
- Is accountable for own actions.
- Is willing to continuously learn and grow.
- Is able to cope with uncertainty and respond constructively to change.
- Supports other colleagues and co-workers and promotes positive relationships within team and beyond.
Person Specification
Essential and desirable
Essential
- oNVQ Level 3 qualification or previous demonstrable experience in the specialist areas described below. oEvidence of continuing personal development
Desirable
- ECDL or similar qualification that demonstrates proficiency with Microsoft Office
Essential and desirable
Essential
- oPrevious administrative and clerical experience oKnowledge and understanding of running of an administration department/stream of work oExperience of working to tight deadlines oWorking knowledge of Data Protection Principles and Duty of Confidence
Desirable
- oExperience of working in a health or social care organisation oInformation Governance Experience including Data Protection and UK GDPR. oExperience with registration authority processes oExperience of processing Freedom of Information requests oExperience of processing IAR/ROPA
Person Specification
Essential and desirable
Essential
- oNVQ Level 3 qualification or previous demonstrable experience in the specialist areas described below. oEvidence of continuing personal development
Desirable
- ECDL or similar qualification that demonstrates proficiency with Microsoft Office
Essential and desirable
Essential
- oPrevious administrative and clerical experience oKnowledge and understanding of running of an administration department/stream of work oExperience of working to tight deadlines oWorking knowledge of Data Protection Principles and Duty of Confidence
Desirable
- oExperience of working in a health or social care organisation oInformation Governance Experience including Data Protection and UK GDPR. oExperience with registration authority processes oExperience of processing Freedom of Information requests oExperience of processing IAR/ROPA
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
