Deputy Administration and Disclosures Manager Job at Nottingham University Hospitals NHS Trust, Nottingham

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Job Description

Band 5

Main area
Administrative and Clerical
Grade
Band 5
Contract
Fixed term: 12 months
Hours
Full time - 37.5 hours per week (Monday to Friday - 9.00 am to 5.00 pm)
Job ref
164-4905958-B
Site
Queen's Medical Centre Campus
Town
Nottingham
Salary
£27,055 - £32,934 per annum
Salary period
Yearly
Closing
16/03/2023 23:59

Job overview

We are looking for an experienced manger preferably with a relevant Data Protection or IG professional qualification with a thorough working knowledge of the Data Protection Act 2018.

You will manage a team providing Subject Access Request (SAR), Access to Health Records and legal information disclosures services mainly to patients, staff, police, HM Coroner, Courts and solicitors and you will have previous experience of SAR’s staff management and training

Main duties of the job

You must have substantial relevant experience of the DPA18 specifically in handling complex Subject Access Requests and legal disclosures preferably in a paralegal or similar environment and of prioritising fluctuating demands to meet fixed deadlines.

You will need to demonstrate operational experience of identifying third party data, and redaction of exempt data to comply with legislation and awareness of ICO best practice guidance on this matter.

You will take the lead on the handling and processing of all employment related SAR’s and be able to provide high quality advice and administrative support to our Human Resources Managers and other staff in handling complex subject access requests. You will have experience of composing professional written correspondence to respond to complex queries and requests.

You must be able to work independently, be able to trains staff and able to embed standard operating procedures and good administrative practices into an ever changing and busy service.


The role requires excellent attention to detail, all-round computer skills, familiarity with Microsoft Office packages, outstanding interpersonal skills and the ability to manage relationships and communicate well with a wide range of internal staff, external organisations and patients.
The post requires a mix of on-site and home working to suit the needs of our service.

Working for our organisation

In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.

The role requires excellent attention to detail, all-round computer skills, familiarity with Microsoft Office packages, outstanding interpersonal skills and the ability to manage relationships and communicate well with a wide range of internal staff, external organisations and patients.

The post requires a mix of on-site and home working.

Detailed job description and main responsibilities

You must be able to work independently and the ability to embed standard operating procedures and good administrative practices into an ever changing and busy service. You will to assist with the development and monitoring of strict operational procedures along with the management and training of staff.

Person specification

Training and Qualifications

Essential criteria

  • Evidence of recent formal learning in Data Protection Act 2018/GDPR e.g. CPD Certificate or equivalent significant experience in a similar role.
  • Thorough knowledge and understanding of the rights of applicants in relation to GDPR/Data Protection Act 2018 Subject Access Requests and Access to Health Records Act 1990.
  • Evidence of maintaining and updating their knowledge and understanding of relevant legislation and ICO guidance and best practice in relation to SAR and information disclosure.

Experience

Essential criteria

  • At least 3 years’ experience at least half should have been in a post where staff supervision/ management was necessary.
  • Specialist knowledge of DPA/GDPR and management of complex SAR’s acquired through experience and exposure.
  • Demonstrates appropriate knowledge of relevant IT packages and systems which covers MSWord /Excel spreadsheets/databases/ e-mail.

Desirable criteria

  • Experience of working in a NHS healthcare or public authority setting.
  • Intermediate experience of Microsoft Office products.
  • Knowledge of Patient Administration System, out-patient clinics systems, ward admission procedures and NHS health record management practices, knowledge of Human Resource policies and procedures.

Communication and Relationship Skills

Essential criteria

  • Ability to answer factual questions clearly and concisely together with ability to provide and receive highly sensitive information.
  • Good interpersonal skills particularly the ability to communicate complex information relating to data disclosure queries clearly and accurately in plain English to service users and own and other departments both verbally and in writing using appropriate grammar and spelling.
  • Recognises own role in leading an effective team together with showing willingness to assist/help others to achieve the team’s objectives.

Analytical and Judgement Skills

Essential criteria

  • Undertake judgements involving complex facts or situations which require the analysis, interpretation and comparison of a range of options.

Planning and Organisation Skills

Essential criteria

  • Demonstrates an ability to organise own work schedule and that of others.
  • Ability to manage frequent interruptions and constantly re-prioritise work to deal with unexpected incoming requests.

Physical Skills

Essential criteria

  • Possesses advanced keyboard skills, eg holds RSA II/III or equivalent typing qualification.
  • Daily frequent periods of concentration required when extracting, checking/redacting digital records and documents requiring accuracy and constant checking of documents/prolonged effort.

___________________________________________________________________________________

Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.

Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements

ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Consent:

  • Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
  • Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.

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