Job info |
Job info details |
Job title |
Information Governance Officer |
Strategic team/Directorate |
Corporate Services |
Service |
Information Governance |
Business unit |
Information Governance |
Responsible to (day to day issues) |
Head of Information Governance |
Accountable to (line manager) |
Head of Information Governance |
Salary grade |
J |
JE ref |
GOV46 |
1. Key purpose of job
- To assist, support and (if required) deputise for the Head of Information Governance (&DPO).
- To be the Information Governance Lead in respect of one of the following service areas:
- Children’s services (acting as the Children’s Services Complaint Manager).
- Corporate Services.
- To provide high quality, efficient and effective advice and services to the Council in line with the complaints procedure including the Children’s Services Social Care complaints.
- To provide high quality, efficient and effective advice and services to the Council in line with the legislative requirements under the “access to information” (“ATI”) service (including Freedom of Information Act 2000, Environmental Information Regulations 2004, Data Protection Act 1998 and General Data Protection Regulation).
- To assist in compiling, maintaining and promoting policies, associated standards and good working practices to all aspects of Information Compliance.
- To answer complex queries relating to complaints, FOI / EIR requests and Data Protection.
- To assist and support the Head of Information Governance in ensuring the council’s compliance to the General Data Protection Regulation (GDPR).
- To compile statistics and reports in relation to the key duties of the post.
- To train users of the tracking system/s in and be the first point of contact for queries on processes and procedures relating to ‘access to information’ legislation and complaints.
- To implement, maintain and keep up to date all published information that relates to the key duties of the post.
- To record, monitor and audit the “lessons learnt” from complaints.
- To provide basic training to Council staff and departments in “access to information requests”, complaints and subject access requests as required.
2. Anticipated outcomes of post
- Torbay Council compliance with its legal requirements in respect of information and personal data handling under any legislative regime that may be in place at the time.
- A fit for purpose service for anyone making complaints to the Council.
- A fit for purpose service for customers to access to their personal information under the GDPR, Data Protection Act 2018 or requests for non-personal information under the Freedom of Information Act 2000 and Environmental Information Regulations 2004.
- An effective advice and support service to all departments and business units in respect of the Data Protection legislation, the Freedom of Information Act 2000 and Environmental Information Regulations 2004 and any other related legislation.
- An informed and trained workforce by providing training on effective information handling and the requirements of any legislation or procedures relating to the key duties of the post.
- Consistent efficient and accurate recording, handling and monitoring of all complaints received within the Council.
- Efficient and comprehensive administrative support within the Information Compliance Team is maintained.
3. List key duties and accountabilities of the post
- As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
- To process complaints received from members of the public, Local Government Ombudsman (LGO) and the Information Commissioner’s Office (ICO) or any UK Regulatory Body and ensure this is carried out in accordance with statutory guidance and local policy.
- To provide advice to and support all areas of the Council, with lead responsibility in respect of one of the following service areas:
- Children’s services (acting as the Children’s Services Complaint Manager).
- Corporate services.
- To deputise when required across all service areas which includes providing advice, support and guidance with the Stage 1 and Stage 2 complaints, including Children’s Services Social Care complaints.
- To ensure the systematic logging, allocation, monitoring and tracking progress with both organisational and Ombudsman service complaints is maintained and review and carry out quality checks on complaints responses.
- Liaise with the Monitoring Officer with regard to complex complaints and Ombudsman complaints as required.
- To recognise and deal with sensitive, confidential issues and/or upset, difficult or aggravated customers.
- Review and prepare responses for the Local Government Ombudsman and ICO enquiries or investigations.
- To carry out subject access requests as and when required.
- To provide advice, support and guidance on matters relating to the handling of personal data and the Council’s compliance to GDPR, including supporting the Council’s project plan for compliance.
- To assist with data breach investigations, assessing the potential risk of a breach and in consultation with the Head of Information Governance make recommendations to service areas regarding improvements to data handling.
- To advise, support and assist departments across the Council on the production of Data Protection Impact Assessments.
- To provide advice, support and assistance to departments on matters relating to information security, in accordance with legislation and local policies, raising concerns where appropriate relating to Information Security with the Council’s DPO and SIRO.
- To support the Head of Information Governance on the implementation and maintenance of the Council’s Information Asset Register and support on matters relating to records management and assisting with the development and oversight of related policies and procedures.
- To provide support, advice and guidance with regard to the implementation of restricting customers in line with the Communications Standards Policy and ensure the Communication Standards Policy is adhered to.
- The post holder will assist, where necessary, to assess, maintain and update the Council’s Publication Scheme under FOIA and Notifications under DPA.
- To implement and maintain the publication of access to information requests on the Council’s websites as part of its disclosure log.
- To provide assistance and advice to Torbay Council and its departments, partner agencies and Schools on all aspects of information governance on more complex queries as required.
- To provide training and support other members of the Information Governance Team and to guide less experienced or other non-specialist staff in the areas of Data Protection Act (Subject Access Requests) and FOIA and EIR 2004.
- To review and provide and review statistical data to compile reports as required.
- To maintain awareness of evolving legislation, national guidance, Ombudsman updates and effective practice relating to information governance.
- Ensure that all data processed within the Information Governance Team (and in particular that processed within the tracking systems and performance management systems) is accurate, reliable and fit for purpose and complies with the Council’s Data Quality Strategy, Data Quality Policy and other applicable guides and documentation.
4. Budgetary/Financial Responsibilities of the post
5. Supervision/Line Management Responsibilities of the post
- No line management responsibilities.
- Supervision to less experienced staff in the team.
6. Working environment and conditions of the post
- Office environment with display screen – Hybrid.
7. Physical demands of the post
- To be able to handle heavy documentation, e.g., subject access request files.
8. Specific resources used by the post
- The post holder will need access to computers and may have access to mobile phones.
- The post holder is required to ensure the security of confidential and sensitive information when transporting and using files and laptops when travelling and working away from the office.
9. Key contacts and relationships
- External:
- To maintain effective working relationships with:
- Residents and customers, particularly those frustrated by the need to balance requirements of the legislation and the operational priorities they are facing, and overcoming barriers to communication by employing effective communication skills, empathy, tact, diplomacy and patience.
- Partner or agency of the Council where Information Governance advice and services are provided, e.g., schools, Adult Care Services.
- Third party organisations e.g. Local Government Ombudsman, NHS, Information Commissioner’s Office and Police.
- Members of Parliament and their staff.
- Internal:
- Colleagues across the whole organisation including senior officers.
- Elected Members.
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
- The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Childrens Services are the Safeguarding Leads for the Council
- The post is eligible for both hybrid and permanent home working.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
- If this post is a customer facing role and meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
- If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
- If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Information Governance Officer |
Strategic team/Directorate |
Corporate Services |
Service |
Information Governance |
Business unit |
Information Governance |
Skills and effectiveness
Essential skills and effectiveness
- Experience of providing high level customer service and working face to face with the public.
- Ability to interpret, collate, analyse and effectively present information from a variety of sources.
- Skilled at problem resolution involving complex problems in many areas.
- Excellent interpersonal communication skills including the ability to convey information accurately and clearly to both staff and customers when explaining legal or complicated issues.
- Ability to exercise a high level of accuracy and attention to detail in a challenging environment of conflicting priorities and tight deadlines with a flexible approach to complete tasks within deadlines without supervision.
- Able to demonstrate discretion and to handle confidential information sensitively.
- Ability to prioritise and balance a varied workload and deliver outcomes in a timely manner.
- Effective organisational skills.
- Team worker engaged with team members and team outcomes.
- Ability to remain calm in confrontational situations.
- Negotiation and influencing skills complaints handling / conflict resolution skills.
- As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Desirable skills and effectiveness
- Presentation skills.
- Project Management skills.
- Relationship management skills.
Knowledge
Essential knowledge
- Extensive knowledge of the Data Protection Legislation.
- Extensive knowledge of the Freedom of Information Act 2000.
- Extensive knowledge of the Environmental Information Regulations 2004.
- Demonstrable use of databases.
- Ability to maintain accurate, methodical records.
Desirable knowledge
- Advanced knowledge of Microsoft Office Suite.
- Basic knowledge of SPAR or other Performance / Project Review system.
- Knowledge and basis awareness of FIMS.
- A basic knowledge of the duties and responsibilities of the Monitoring Officer.
- A general working knowledge of the policies, aims and objectives of the Council Knowledge of PARIS system.
Experience and achievements
Essential experience and achievements
- Experience of working in a large organisation, dealing with multiple enquiries and tasks simultaneously in a timely manner.
Desirable experience and achievements
- Experience of handling access to information requests, including FOI and Subject Access.
- Experience of complaint handling.
- Experience of handling Children’s Social Care Complaints.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to Degree level in a relevant subject or equivalent experience.
Desirable qualifications/professional memberships
- Practitioner Certificate in Data Protection.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to carry out the physical requirements of the role (i.e. manual handling).
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate unsociable hours.
- Ability to accommodate on-call working.
- Ability to accommodate occasional/permanent home-working.