About the Role

Job Purpose

This role will play a critical part in delivery of the Information Governance agenda for AFG, developing the framework and systems to manage information and deliver compliance with Data Protection legislation.

The role holder will be the Champion for Information Governance within the organisation, providing advice and guidance in relation to data protection and security.

 

Dimensions

This post has no direct reports, however, will coordinate, monitor and guide the activities of other stakeholders or colleagues as part of the records management, data protection and data security processes.

 

Key Accountabilities and Responsibilities

Compliance

·       Manage and co-ordinate subject access requests received from internal and external sources within the relevant timescales.

·       Investigate and respond to data protection complaints and data breaches, and where necessary prepare information for reporting breaches to the Information Commissioner’s Office.

·       Actively promote the importance of proactive reporting of data breaches within the business, to ensure that all breaches are being appropriately recorded and acted upon.

·       Investigate the root causes of data breaches and then work with the business to prevent recurrence of the same issues.

·       Provide expert advice and support to all colleagues on records management, data protection and privacy matters.

·       Work with the Senior Leadership Team to actively promote and support completion of Data Protection Impact Assessments.

·       Manage and oversee the DPIA tracking processes.

·       Collaborate with key stakeholders in the organisation to maintain the Register of Processing Activity.

·       Actively monitor the regulatory environment and ensure that any changes to legislation, case law, official guidance, decision notices that may impact upon local practice and procedures, are understood and appropriate changes implemented to AFG’s policies and processes.

·       Continually researching and reviewing best practice, driving AFG’s systems and processes to be contemporary and responsive to the Information Governance environment.

·       Build and develop effective relationships with key individuals across the organisation in order to understand the detail of all data processing activities.

·       Co-ordinate Information Governance, Data Protection and Security Group.

·       Work closely with the Senior Leadership Team to identify areas of risk and gaps in compliance with information governance standards.

·       Co-ordinate the submission of the annual Data Protection and Security Toolkit.

·       Maintain centralised records of advice provided, data subjects rights exercised and data breach incidents to support the organisation’s accountability records.

·       Create and maintain centralised records of data sharing agreements and schedule reviews as necessary with the contract leads.

 

Records Management

·       Develop and oversee systems of records management for paper records across AFG services and departments.

·       Monitor the performance of the outsourced records storage provider, providing regular reporting on records held on and off AFG sites.

·       Lead and direct the annual destruction of paper records held in the outsourced off-site records store.

·       Lead and direct the annual activity to assess paper records for retention and inclusion in the off-site records store.

·       Develop and manage systems in collaboration with IT colleagues to manage digital records, ensuring retention and timely destruction in line with data protection legislation.

 

Training and Communication

·       Be the Champion of data protection, records management and data security for the organisation.

·       Design and support the delivery of information governance training programmes for all staff.

·       Raise awareness of the information governance agenda through ongoing campaigns.

·       To undertake an ongoing evaluation of the effectiveness and understanding of the information governance policy and processes, developing appropriate documentation, procedural manuals and resource material.

 

Information Security

• Evaluation of data security controls such as processes for leavers and user access control systems
• Assist the Digital Steering Group with advice around practice and new systems

 

Person Specification - Essential Requirements

Please only apply if you meet the below requirements:

Skills and Knowledge

• Strong working knowledge of the Data Protection Act 2018 and UK GDPR and Caldicott principles.
• Knowledge of the Data Protection and Security Toolkit or previous Information governance Toolkit.
• Very high level of attention to detail.
• Ability to manage own time effectively is essential as well as an ability to maintain a calm approach whilst managing multiple tasks in order to effectively prioritise your workload.
• Excellent communicator and team player, building strong working relationships with colleagues and external local authority contacts.
• Strong presentation and report writing skills are critical for this role.

Experience

• Prior experience of working in an Information Governance Role.
• Experience of developing and implementing procedures related to Information Governance.

Qualifications and Training

• Proficient in the Use of Office365 applications (Particularly Word, PowerPoint & Excel
• Educated to NVQ Level 4 or equivalent