Job title: Information Governance Assistant

Job location: flexible (any Care Inspectorate office)

Responsible to: Information Governance Coordinator

Job purpose

To support the Information Governance team in line with Care Inspectorate policies and procedures to uphold best practice and assist the Information Governance & Compliance Manager in governance related projects to ensure that governance, records management and information laws are embedded throughout the Care Inspectorate in order that it complies with legislation.

This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all duties, and we recognise that jobs change and evolve over time.

Principal working contacts

  • Information Governance & Compliance Manager and Team
  • Senior Managers, Team Managers and employees of the Care Inspectorate;
  • Intelligence Team
  • Media & Comms
  • CI Enquiries
  • OWD
  • IT
  • External agencies – SSSC, OSCR, DWP, Police Scotland, NMC, Disclosure Scotland, other Public Authorities, Scottish Government etc.
  • External contracted organisations
  • Service providers
  • Members of the public

Key accountabilities

Operational management

Provide business support to the Information Governance team, complying with relevant organisational and local policy with a basic understanding of data protection and FOISA legislation:

  • IG Meeting and diary arrangements
  • Providing the secretariat for IG team and meetings
  • monitoring the IG inbox
  • creating and disseminating management reports to IT Team for review
  • logging and recording Information Governance enquiries.

Process and respond to general enquiries:

  • responding to requests for advice from CI colleagues
  • gathering, reviewing and redacting material required for requests for information such as for NMC investigations, Police Scotland investigations, SSSC fitness to practice investigations
  • managing the central provision of care service information (for all service types) in the form of care service lists to public authorities, Child Minding Association and the CHIS

Process and respond to statutory requests:

  • requesting and scheduling material to support statutory
  • compiling information relating to statutory requests and applying redactions
  • drafting responses to less complex requests

• Prepare information/correspondence in a clear and concise manner ensuring accuracy and compliance with Care Inspectorate’s style.
• Undertake specialist activities, in accordance with procedures or instructions, to support the effectiveness of the Information Governance team and the Care Inspectorate as a whole.
• Prepare all letters, correspondence and any information relating to the work of Care Inspectorate using the Care Inspectorate’s ICT systems.
• Input, update and extract information from the Care Inspectorate’s ICT systems and/or manual records as required.
• Support hard copy records management processes.
• Record and flag up data breaches for review by IG Team, handling low-level breaches
• Contribute to and support the planning and delivery of key IG projects.
• Keep abreast of key issues affecting organisational development within the Care Inspectorate and in the social care sector as a whole.
• Develop and maintain positive working relationships with Managers, employees, representatives of external agencies and the general public as appropriate.
• Carry out your duties in accordance with our Health and Safety policies, procedures, guidance, practices and legislative requirements, taking responsible care for your safety and that of others who may be affected by what you do or fail to do while at work.

Relationship management

• Ensure effective communication of Care Inspectorate’s work with people who you may come into contact with.
• Ensure effective working protocols in accordance with Care Inspectorate’s Communications, Human Resources, Finance, ICT and Operations function.
• Demonstrate a commitment to Care Inspectorate’s aims, vision and values and to Care Inspectorate’s overall objective of improving care in Scotland.

Other duties

This is not a contractual document. We will expect the post holder to carry out any other duties to the equivalent level that are necessary to fulfil the purpose of the job, and to respond positively to changing business needs.


Attributes

We will use these attributes to recruit the role.

Experience

Essential:
• Demonstrate a successful track record within a similar role with experience in using autonomy and initiative through managing their own workload and using their expertise in FOISA to identify requests and respond to them within the statutory period.

Desirable:
• Experience of working with external/internal contacts at all levels.
• Experience of working within the social care sector.

Education, qualifications and training

Essential
• Educated to SCQF level 6 (Higher grade level) and have/or be willing to work towards the FOISA Practitioner certificate.

Skills and knowledge

Essential:
• Good working knowledge of IT to include word, excel and powerpoint.
• Excellent telephone and customer service skills.
• Good interpersonal skills.
• Excellent organisational skills.
• Ability to work on own initiative and prioritisation of workload.
• Ability to meet deadlines.

 

 

Key performance outcomes

We will use these key performance outcomes to recruit for the role.

Effective communication

Essential:
• Portrays a positive image of the Care Inspectorate when communicating both inside the organisation and externally.
• Selects appropriate communication, style and methods depending on the needs and abilities of the audience.
• Listens actively to people, questions and checks understanding.

Planning and organising

Essential:
• Uses a systematic approach to make efficient use of time and manage workload.
• Recognises the need to be flexible in order to meet changing priorities.
• Prioritises work effectively to meet deadlines and objectives.

Flexibility

Essential:
• Demonstrates a flexible, positive approach to work.
• Listens to feedback and ideas from people and will take appropriate and considered action.
• Adapts well to change, adjusting priorities as required.
• Understands where a flexible approach is required.

Team working

Essential:
• Remains tolerant and fair towards others, values diversity and is non-discriminatory in their actions.
• Values and makes use of the skills, knowledge and experience of others.
• Works co-operatively and supportively with others.

 

Personal Accountability and Responsibility

Essential:
• Takes responsibility for decisions and actions taken.
• Maintains a high standard of work and actively seeks out continuous improvement.
• Demonstrates initiative within own area of expertise.
• Takes responsibility for identifying and addressing areas of personal and professional development.