Job Description
Job title: Information Governance Officer
Division: Digital Services (ICT)
Board/corporate function: Corporate Board
Salary band: 7
Responsible to: Head of Information Governance and Data Protection
Accountable to: Director of Digital Services
Hours per week: 37.5
Location: 149 Tottenham Court Road, London, W1T 7DN
University College London Hospitals NHS Foundation Trust
University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population.
We provide academically-led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas.
Our vision is to deliver top-quality patient care, excellent education and world-class research. We provide first-class acute and specialist services across eight sites:
University College Hospital (incorporating the Elizabeth Garrett Anderson Wing) National Hospital for Neurology and Neurosurgery Royal National Throat, Nose and Ear Hospital Eastman Dental Hospital Royal London Hospital for Integrated Medicine University College Hospital Macmillan Cancer Centre The Hospital for Tropical Diseases University College Hospitals at Westmoreland Street
We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.
The state-of-the-art University College Hospital (UCH), which opened in 2005, is the focal point of the Trust alongside six specialist hospitals. In November 2008, Phase 2 of our development plans; maternity and neonatal services moved to the University College Hospital Elizabeth Garrett Anderson (EGA) Wing - a £70 million building offering the latest technology and facilities, in pleasant and well-designed
surroundings, conveniently located and linked to UCH. In 2012, we opened Phase 3, the UCH-Macmillan Cancer Centre.
UCLH was one of the first trusts to gain foundation status. The Trust has an international reputation and a tradition of innovation. Excellence in research and development was recognised in December 2006 when it was announced that, in partnership with University College London (UCL), it would be one of the country’s five comprehensive biomedical research centres.
In 2008, a new academic health science partnership – known as UCL Partners – was formed, supporting over 3,500 scientists, senior researchers and consultants, with a combined annual turnover of around £2 billion. By pooling resources and expertise, UCL Partners, which together treats over 1.5 million patients every year, will be able to produce more world-class research in key areas, including cancer and heart disease, and deliver the benefits more rapidly to patients.
Alongside our relationship with the world leading UCL and Royal Free medical school, we enjoy close links with London South Bank and City universities offering the very best in training and education.
Digital Services Directorate
The Digital Services Directorate provides a wide range of technology services to UCLH. The Directorate is divided into seven areas:
Leadership and Management Team Information Governance and Security Team Clinical and Corporate Records team Business Engagement Team Systems Engagement Team Digital Solutions Team Service Delivery Team Programme Office
The Digital Services Directorate operates as an Intelligent Client Function (ICF) and acts as the management and delivery function for technology and systems for UCLH.
The majority of ICT services are outsourced and provided by a prime provider. The prime provider is known as the Digital Transformation Partner (DTP).
The DTP will deliver foundation and transformation services to the Trust and it is this partnership that will help transform the use of technology within UCLH to help us deliver high quality patient care, excellent education and world-class research.
Our DTP will be an integral part of our vision to create a digitally enabled organisation in combination with an ambitious Electronic Health Records (EHRS) programme which will provide staff and patients with access to the right systems, in the right place, at the right time so we can deliver efficient and effective patient care.
Job Purpose
The post holder is responsible for supporting all aspects of the Information Governance agenda to ensure UCLH meets its obligations in respect of data protection, confidentiality and information security.
Responsibility includes coordinating the annual completion of the Data Security and Protection Toolkit, delivering training and providing effective Information Governance communications to staff across the Trust.
The post holder will act as a point of contact for initial Information Governance queries, providing advice and guidance or escalating as appropriate.
Key Relationships The Information Governance Officer reports to the Head of Information Governance and Data Protection. The post-holder will be expected to engage with various members of staff across the organisation and also with external agencies.
UCLH - Information Asset Owners and Administrators, Clinical and Corporate Records teams, Senior Information Risk Owner (SIRO), Caldicott Guardian, Clinical administrative staff across the organization, Information Security Officer, Education and Training team, Workforce, Joint Research Office and Clinical Researchers Information Team
External Organisations – NHS organisations, Information, Commissioner’s Office, Partnership organisations.
Key Results Areas The Information Governance Officer works as part of the Information Governance and Data Protection team under the supervision of the Head of Information Governance and Data Protection, and is responsible for:
Assisting in the delivery of objectives within the Information Governance agenda
Assisting the Head of Information Governance and Data Protection in managing the Trust’s annual Information Governance work programme to achieve compliance with and improvements against the Data Security and Protection toolkit.
Delivery within the Information Governance Trust-wide programme of training and communications
Ensuring the Records and Information Governance Group is administered appropriately Providing effective and timely advice to trust staff on all aspects of Information Governance through the management of formal communication channels
The following areas highlight the key result areas for this role:
o Information Governance o Service Delivery o Research, Education and Personal Development o Communication
Management Main Duties and Responsibilities
Support the Head of Information Governance and Data Protection in developing, implementing and delivering the Trust’s annual Information Governance work programme. To assist with the collation, co-ordination, and input of evidence for the Data Security and Protection Toolkit and other standards, and ensure that the evidence is kept up to date
To provide information governance advice across the Trust, escalating any complex enquiries to the Head of Information Governance and Data Protection or other appropriate colleagues, maintaining a log of advice and guidance provided.
To support the Head of Information Governance and Data Protection to conduct information governance audits to ensure compliance with information governance standards, including Privacy Officer audits of Summary Care Records access and spot checks of Departments
To effectively co-ordinate and service Records and Information Governance Groups including arranging meetings, ensuring the availability of meetings papers and taking minutes
To promote and raise awareness of information governance by working with colleagues to plan, organise and where necessary, deliver high quality training to staff at all levels. This will include e-learning, mandatory and ad hoc training
To maintain the Trust’s Information Asset Register, working with departments to ensure completion of their risk assessments and updates of the register.
To assist with the development of information governance guidance including promotional and training materials, and maintenance of the information governance section of the intranet
To provide expert advice for the data-flow mapping work across the Trust to identify and mitigate risk
Support the Head of Information Governance and Data Protection in the implementation of the Trust’s Information Risk Management Strategy
To assist in the effective handling and investigation of confidentiality and information security incidents
Contribute to the drafting of policies, procedures and guidance as required
Develop and maintain the level of skills and knowledge necessary to fulfil the functions of the post, and undertake further training as deemed appropriate and necessary.
Deputise for the Head of Information Governance and Data Protection at meetings and events as required
Undertake any other duties consistent with the post and grade . Communication
To be a point of contact for staff and patients on information governance issues, providing appropriate and timely advice and assistance.
To have the ability to analyse problems and finding solutions as well as using own judgement to know when to pass the caller on to other colleagues and services.
To assist team members through the timely and efficient provision and presentation of any requested data for meetings or other business purposes.
To attend Information Governance meetings and other appropriate meetings and disseminate information as required. This will involve extensive preparation of documentation, taking notes at meetings and following up any actions identified.
Use communication techniques to gain agreement and co-operation where there may be barriers to understanding.
Communicate clearly, sensitively and professionally with patients contacting the service for advice and or guidance.
To complete documentation accurately and contribute to reports of patient activity and progress timelines.
To deal with telephone enquiries/calls in a polite and courteous manner, providing telephone cover in the absence of colleagues as directed, passing on relevant messages to appropriate staff.
To prepare and disseminate information and research/audit results for the Head of Information Governance and Data Protection
Establish and maintain informative links with other Information Governance Officers in other NHS Trusts
Have the ability to empathise and appreciate the needs and feelings of patients and colleagues. Oversee the management and maintenance of the Information Governance intranet site
Service Improvement and Policy Development
Show initiative in finding innovative solutions to problems, identifying issues and potential threats to service delivery.
Assist in reviewing and drafting Information Governance related policies, procedures and guidelines
Provide guidance and advice on Information Governance policies and procedures
Identify improved ways of working and propose changes to practices, procedures and processes in own area of work
Be proactive in making improvements to Information Governance processes to increase accessibility of the service and the amount of information to colleagues
Contribute to reviews of policies and guidance to ensure the needs of the organisation are met.
Quality Standards
Ensure Information Governance information is recorded accurately and in a timely manner
Ensure information on Information Governance is readily available and accessible to staff, patients and visitors
Promote an environment and team dynamic that facilitates smooth running of the department
Checking data for errors and ensure full documentation of any queries raised
Health, Safety and Security
Assist in maintaining a safe working environment.
Report any issues at work that may put health, safety and security of anyone associated with or accessing services from UCLH
Work within personal/professional limitations and seek help of others to maintain safe practice
Ensure familiarity with the Trust incident reporting process and assist others in determining whether or not Information Governance incident shave occurred and need reporting
Work with the Trust to ensure the continued security of UCLH data.
Research, Education and Personal Development
Works with others to understand the needs of the organisation and assists others in understanding their Information Governance responsibilities Understand own level of responsibility and accountability in relation to team structure.
Identify own learning needs and produce a personal development plan in conjunction with line manager Reflect on and analyse workplace experiences in order to develop own skills/abilities.
Participate in annual staff appraisal, staff development and in-service training activities in line with the Knowledge and Skills Framework
Attend Trust/local orientation programmes, mandatory training sessions and annual updates.
Take part in reflection and appropriate learning from practice, in order to maintain and develop competence and performance Assume responsibility for continuing education by attending related workshops, seminars, conferences and courses as well as keeping up-to- date on current publications
Deliver training sessions on Information Governance
General
To adhere to the UCLH Service Commitment "Putting Patients First" and adopt a professional approach to customer care at all times.
To comply with the Trust’s Equal Opportunities Policy and treat staff, patients, colleagues and potential employees with dignity and respect at all times. To take personal responsibility for promoting a safe environment and safe patient care by identifying areas of risk and following the Incident, Serious Incidents and Near Misses reporting policy and procedure.
To take personal responsibility for ensuring that UCLH resources are used efficiently and with minimum wastage and to comply with the Trust's Standing Financial Instructions (SFIs).
To comply with Trust policies for personal and patient safety and for prevention of healthcare-associated infection (HCAI); this includes a requirement for rigorous and consistent compliance with Trust policies for hand hygiene, use of personal protective equipment and safe disposal of sharps.
In accordance with the Trust's responsibilities under the Civil Contingencies Act 2004 to undertake work and alternative duties as reasonably directed at variable locations in the event of and for the duration of a significant internal incident, major incident or pandemic.
To be aware of and adhere to all Trust policies and procedures, the Health and Safety at Work Act, the Data Protection Act and GDPR
To maintain confidentiality at all times.
Other
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
You will be expected to actively participate in annual appraisals and set objectives in conjunction with your manager. Performance will be monitored against set objectives. Our Vision and Values
The Trust is committed to delivering top quality patient care, excellent education and world-class research.
We deliver our vision through values to describe how we serve patients, their families and how we are with colleagues in the Trust and beyond.
We put your safety and wellbeing above everything
Deliver the best Reassuringly Take personal Keep people safe outcomes professional responsibility We offer you the kindness we would want for a loved one
Respect Friendly and Attentive and Protect your individuals courteous helpful dignity We achieve through teamwork
Work in Respect Listen and hear Explain and involve partnership everyone’s time We strive to keep improving
Courage to give and Efficient and Develop through Innovate and receive feedback simplified learning research Person Specification
REQUIREMENTS How Tested? Application/Test Interview/Reference
E/D* A T I R Qualifications
Professional qualification(s) in information governance E field(s). Knowledge of the NHS information governance framework Professional accreditation or equivalent experience in a specialist discipline Knowledge of Data Security and Protection Toolkit, DPA, FOIA D and security standards Experience
Knowledge of IG and its interaction with complex information E systems. IG experience (at least 2 years) in a team within an NHS or E equivalent healthcare setting Experience of implementing organisation-wide IG policies and E procedures. Experience of developing and implementing records E management training and awareness programmes for staff. Experience of gaining and maintaining a clear understanding E of business objectives Thorough knowledge of the NHS Information Governance E Agenda and the NHS Digital Data Security and Protection Toolkit Experience of cross-team and cross-discipline working with E √ multiple organisations, external agencies and organisations Dealing with members of the public E √ Skills, Abilities, Knowledge
Working within a team skills. E Good decision making and organisational skills. E Specialist understanding or experience of IG issues relating to E supporting healthcare systems Good interpersonal skills and ability to build rapport quickly E and effectively Presenting to and persuading large groups of (often senior) E managers and conveying complex concepts clearly and persuasively
REQUIREMENTS How Tested? Application/Test Interview/Reference
E/D* A T I R Ability to prioritise between competing demands and allocate E resources accordingly.
A= Application Form I= Interview R-References T/P=Test/Presentation