DBS Compliance Officer

Job responsibilities

JOB SUMMARY

Working under the direction of the Compliance Officer, to support the delivery of Disclosure and Barring service checks for all eligible staff within the Trust. The postholder will undertake various audits to ensure the Trust is compliant in the checks we undertake. This will include compiling reports using information from Access DBS database, Excel spreadsheets, Electronic Staff Record (ESR) and Atlantic Data (external DBS system).

KEY RESULT AREAS:

To work under the direction of Compliance Officer though exercising own initiative and prioritising according to own workload.

To provide qualitative and quantitative information support including:

- Data collection & collation processes (e.g. managing distribution of DBS materials, receipt of information from data sources such as personal ID and store in line with information governance arrangements).

- Data management (e.g. setting up spreadsheets or files, data entry)

- Supporting and undertaking data analyses and producing summary reports using Excel, Access and both internal and external electronic systems to ensure compliance of subscription to the DBS Update Service.

This requires the understanding and use of specialist database software such as Atlantic Data, Excel, and ESR.

To ensure all staff who are eligible have completed a DBS application and subscribe to the DBS Update Service.

To assess and ensure accuracy of information on the DBS application form before processing through Atlantic Data.

To collate, monitor and track all forms sent to the DBS.

To manage and maintain the DBS database and ESR, ensuring expired or soon to be expired subsriptions to the DBS Update Service are actioned and processed.

To contact staff and managers with reminders about their compliance with the DBS and DBS Update Service.

To resolve queries on any DBS checks with regards to ID provided, inaccurate information, eligibility for level of check escalating any concerns to the HR Manager/Recruitment Consultant.

To report on and keep service managers appraised of DBS checks and subscriptions to the DBS Update Service in their area.

To regularly review the Trusts DBS processes to ensure they are fit for practice sharing any lessons learnt with the Trusts Recruitment Service, Bank Office and Volunteer Services as applicable.

To undertake an initial check in relation to any DBS checks that contain information (convictions/cautions etc) to determine if these have been disclosed and Trust processes followed. Any concerns should be raised with an People Business Partner.

To undertake regular reviews and investigate reasons for no match of individuals between Atlantic Data and ESR records.

To provide regular updates on the numbers of staff who have failed to subscribe to the update service or allowed their subscription to lapse having established reasons for this where possible.

To provide administrative support for the DBS project (e.g. formatting reports and template email communications).

To undertake project work i.e. form and electronic communications design, analysis of results and undertake investigations into any queries under the supervision of the People Relations Manager/Recruitment Consultant.

To undertake any other duties as specified by the Compliance Officer (e.g. any general office administration required).

Additional duties

To provide and maintain an efficient general office administrative service including:

General administration duties including photocopying, binding and filing.

Dealing with telephone queries and liaising with people at all levels in various organisations.

Organise and arrange meetings as applicable

Answering phone and dealing with enquiries and taking messages

Provide advice and support on individual areas in regard to the DBS and Update Service as requested for example regarding issues with suitable ID, failure to subscribe to the Update Service or an employee having allowed their subscription to lapse. This may also include having to communicate tactfully and sensitively with individuals who have current or spent convictions.

The above duties require an understanding and use of all Microsoft packages as well as ESR, Atlantic Date, the DBS Update Service.

Miscellaneous

To adhere to Trust policies and procedures including Health and Safety, Equality and Diversity, Confidentiality and Information Governance.

To undertake professional and personal training and development including mandatory and essential training.

To participate actively in the supervision and appraisal process and adhere to a development plan.

Trust Values:

The Trust is committed to ensuring the highest standards of care and treatment and expects that all staff treat people e.g, service users, their carers, relatives, friends, colleagues, visitors etc, with dignity and respectat all time. The post holder must all time act in accordance with the Trusts Values:

Honest, open, transparent

Respectful

Person first and in the centre

Improve and be outstanding

Relevant today, ready for tomorrow

Families and carers matter

Safeguarding:

Report any concerns regarding the safety or wellbeing of children, adults service users, members of their families etc, in accordance with Trust Policy.

Prevent and respond appropriately to abuse and understand own role in this by undertaking Safeguarding training.

Trust policies and commitments to be read in line with the relevant Trust Policy:

All staff employed by the Trust must comply with the Trusts policies and procedures, undertake appropriate training required for their role and commit to:

ensure they are aware of the Whistleblowing Policy and how they raise concerns;

maintain confidentiality, in line with the Trusts Confidentiality Policy and Code of Conduct;

understand their personal responsibilities with regards to data quality for any information which they create, use or process in accordance with the General Data Protection Regulation (GDPR), The Data Protection Act 2018 (DPA) and Trust Data Protection policy;

comply with the provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their own safety and that of colleagues, service users and visitors. Know the action to be taken in the event of a fire and must undertake fire training annually;

receive supervision in line with the Trusts Supervision Policy and an annual Appraisal in line with the Trusts Appraisal Policy, during which mandatory, role specific and personal development needs should be identified and agreed;

understand their responsibilities under the Trusts Equal Opportunities in Employment Policy and ensure that they adhere to the provisions of the policy;

recognise, respect and support the equality diversity of staff, colleagues, service users, carers and the public. Contribute to a working environment which promotes and responds positively to difference and diversity;

ensure they carry out their duty to safeguard and promote the welfare of children and young people under the age of 18 years, as issued under Section 11 of The Children Act 2004, by being familiar with and adhering to Trust safeguarding policies and participatingin relevanttraining;

comply with their professional responsibilities to develop their practice and deliver care through a Clinical Governance framework (i.e. CPD, Audit, Supervision);

demonstrate, through practice and practical understanding, the importance of the continual development of individual, team and service wide quality improvement;

abide by relevant codes of professional practice, with the organisation taking action when codes of conduct are breached;

work flexibly to meet the needs of the service/organisation, whilst working within a culture of progressive employment practices and commitment to the Investors in People (IiP) Standards.

adhere to the Trusts smoke free policies, which prohibits smoking anywhere on Trust grounds;

being socially responsible by complying with measures that support the Trust in reducing or offsetting our environmental impact;

Identify and report risks, hazards, incidents, accidents and near misses promptly;

In addition to the Trusts own responsibilities under the Health and Social Care Act 2008, Code of Practice on the prevention and control of infections and related guidance, for your safety, ALL staff (and contractors) are responsible for ensuring their work adheres to this Code in the delivery of safe patient care.

This job description is an outline of the main duties of the post. The postholder will be required to undertake other duties commensurate with the band as directed. The content of this post will be reviewed in consultation with the postholder when necessary and in line with the service developments.

For full details of the role please see the supporting documents attached.

Physical Attributes

Essential

• Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).

Experience

Essential

• Significant office/administrative experience.
• Computer/keyboard skills using MS software.
• Information management experience including:
• oData collection & collation.
• oData coding.
• oSetting up spreadsheets or files.
• oData input.
• oData analysis.
• oReport formatting.

Desirable

• Customer care.
• Experience in the use of database software Excel, Access.
• Experience of using Atlantic Data DBS database.
• Summary report production.

Special Knowledge/Skills

Essential

• Computer skills.
• Data handling skills.
• Organisational and administrative skills.
• Excellent communication skills (both oral and written).
• Knowledge of DBS processes.

Desirable

• Awareness/understanding of Caldicott & Information Confidentiality/security issues.
• Ability to use initiative to deliver what is required.

Qualifications

Essential

• Educated to diploma level or equivalent level of demonstrable work-based experience.

Personal Attributes

Essential

• Confident.
• Tactful.
• Ability to work under pressure.
• Conscientious.
• Reliable.
• Ability to travel across the Trust as appropriate to the role.

Desirable

• Flexibility/adaptability.
• Quick learner.
• Team player.