Information Governance Admin Support Officer, Band 3 - Gloucester, United Kingdom - Gloucestershire Hospitals NHS Foundation Trust

Gloucestershire Hospitals NHS Foundation Trust
Gloucestershire Hospitals NHS Foundation Trust
Verified Company
Gloucester, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
An exciting opportunity has arisen to join our Information Governance team to provide the team with admin support.

We are looking for a motivated team player who wants to make a difference in support of patient care.


The role will involve administrative and support functions such as arranging training sessions and Data protection audits, keeping action trackers and registers, collating and distributing papers for meetings, minute taking, data processing using Microsoft Office / other specialist software, collating and uploading of data to external portals, providing general administrative support within the team and assisting with enquiries from members of staff, service users and members of the public.


Information governance (IG) monitors and advices the way in which the NHS handles all of its information, in particular the personal and sensitive information relating to patients and employees.


It provides a framework to ensure that personal information is dealt with legally, securely, efficiently and effectively, in order to deliver the best possible care.

It also offers NHS employees a clear structure to deal consistently with the many different rules about how
information is handled.

At GHHFT the Information Governance service is in the Corporate Division and is part of the Digital team.

  • Data processing of all forms of correspondence and reports that are required by the team.
  • Undertake diary management of information governance meetings, training sessions and investigation meetings as required.
  • Maintain, collate and distribute appropriate materials including meeting papers, taking and transcribing minutes
  • Respond to staff and service user enquiries regarding general Information Governance as and when required, and in accordance with Trust procedures.
  • Collate, input, update and maintain data within both internal Information Governance logs, registers and external portals utilised by the Trust.
  • Collate, input, update and maintain data for the purpose of the Trust Data Security and Protection Annual Submission within the Toolkit.
  • Prepare team reports on Trust Information Governance activity on computerised information systems, creating adhoc reports where necessary and according to policy.
  • Maintain filing of records in all formats, ensuring that it is kept up to date at all times. In accordance with Trust procedures.
  • Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
  • Provide cover as directed by Line Manager for other members of the Information Governance Team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required in accordance with the grade of the post.
  • Establish effective and open administrative processes and filing systems that enables easy access to all material by post holder and team.
  • Manage electronic storage provisions through the use of share drives and SharePoint sites;
  • Provide diary management support to Associate CIO for IG and Health Records ( DPO )
  • Ensure that a consistent level of admin support is provided to the Information Governance team
  • Basic use of Trak care and electronic patient record to provide support to the Information Governance team in identifying admission and appointment history for patients involved investigations
  • Request patient notes as required by the Information Governance Team
  • Sending and managing staff reminders in support of IG training compliance
  • Carrying out quality control and Data protection audits checks as requested
  • Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, Data Protection Act 2018, GDPR, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.
Person specification / Role requirements

  • Knowledge of administration tools and techniques including note taking, record management, version control, working with groups.
  • Experience of working within the field of Data Security and Protection or similar environment requiring the management of confidential information.
  • Demonstrable experience in effective team administration in a complex organisational setting
  • Previous public sector and / or health care setting an advantage.
  • Strong interpersonal, communication, presentation and influencing skills
  • Evidence of strong team working across divisional and organisational boundaries.
  • Ability to find ways of solving or preempting problems.
  • Proficient in the use of MS Word, Excel, PowerPoint, Information Asset Register and incident management software to enable production of high quality reports to Operational groups and other audiences.
  • Advanced Keyboard skills.
  • Proficient in the use of Internet and Email
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