IG and Document Control Facilitator (Apprentice) Band 3

National Health Service · Competitive · Liverpool
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The Trust is seeking to appoint an enthusiastic and proactive individual to an apprenticeship role supporting the work of the Information Governance Team and associated work programme. The role is for an 18-month apprenticeship to level 3 in Business Administration. Successful completion of apprenticeship may lead to permanent positions within the organisation. The post-holder will work under the Integrated Digital service to support collaborative working between Liverpool Heart and Chest Hospital and Alder Hey Hospital. Working under LHCH initially although cross site working maybe required. The post-holder will support processes associated with disclosures of information under UK legislation (data protection and freedom of information) and will help facilitate document control requirements ensuring appropriate approval and dissemination of policies to support compliance with national and local Trust requirements.

Main duties of the job

Facilitate responses to requests for information. Support administration of manual records and electronic logs (Information Request, Privacy Impact Assessments and Information Sharing Agreements etc.). Monitor team email inboxes. Support delivery of Information Governance training, support compliance with the IG Communications Calendar. Maintain the IG Intranet and Internet, including the Freedom of Information Disclosure Log. Collection of compliance evidence for IG and other relevant assurance frameworks. Provide admin support and meeting coordination for the IG function. Coordinate publication and dissemination of Trust controlled documents (e.g. policies, procedures, guidelines, etc.). Maintain the document control inventory and archive of historical document versions. Provide data and reports for assurance and compliance monitoring. Point of contact for IG and document control related queries. Promote an IG culture and raise awareness of document control requirements.

About us

As the largest single site specialist heart and chest hospital in the UK Liverpool Heart and Chest Hospital has a clear vision to be the best cardiothoracic integrated healthcare organisation. We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community. We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics. Our reputation for strong performance is important in delivering the best care for our patients and high-quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms. Please visit our website - https://www.lhch.nhs.uk/ Please follow this link for a tour of our site - https://bit.ly/36ylsoq

Job descriptionJob responsibilities

LIVERPOOL HEART & CHEST HOSPITAL NHS FOUNDATION TRUST AND ALDER HEY CHILDRENS NHS FOUNDATION TRUST

POST: Apprentice Information Governance & Document Control Facilitator

BANDING: Band 3 annex 21

ACCOUNTABLE TO: Information Governance Manager

JOB SUMMARY

  • Support the delivery of the Information Governance Strategy, associated work plans and agendas, audit and assurance.
  • Coordinating release of information for continuance of care and supporting requests for disclosure of information under relevant European and UK legislation in line with Trust policy and procedures.
  • Facilitate document control in such a way as to make a direct positive contribution to the organisation by maintaining a Trust wide database and archive to support the transition of policies through the ratification processes.
  • Appropriate dissemination of current policies to enable the Trust to comply with Risk Management, Information Governance and other external standards to support organisation compliance.

PRINCIPAL ACCOUNTABILITIES

INFORMATION GOVERNANCE

  • In line with legislation and Trust procedures, facilitate and support responses to requests for information received under European and UK legislation, maintaining accurate logs of such activities.
  • Facilitate and support release of health record information in response to continuance of care requests.
  • Alert any potential breaches of disclosure timeframes to immediate manager.
  • Support administration of electronic logs for Access to Information requests, Privacy Impact Assessments and Information Sharing Agreements and the associated manual record systems.
  • Monitor generic email inboxes to ensure requests are managed or re-directed to appropriate function for action.
  • Facilitate and support compliance with the Information Governance Communications Calendar and delivery of Information Governance training materials to all Trust staff at corporate induction.
  • Facilitate and support maintenance of the content of the Trusts Freedom of Information Disclosure Log and Information Governance Intranet and Internet sites.
  • Participate in audits to support Information Governance requirements.
  • Support the development of Information Governance training and awareness materials.
  • Support the development and documentation of Information Governance procedures.
  • Support the collection of compliance evidence for Information Governance and other relevant assurance frameworks.
  • Attendance at internal or external meetings as required.
  • Provide admin support and meeting coordination for the Information Governance function.
  • Support ordering of stationery and purchase orders for the department.
  • Point of contact for access to information related queries and enquiries from Trust staff and other service users, re-directing as appropriate.
  • Transcribe messages clearly and accurately and escalate as required to colleagues or managers.
  • Deputise for the Information Governance Officer in their absence.
  • Support and promote an information governance culture throughout the Trust.
  • Deal with unpredictable work patterns because of changes in demand for information.
  • Be proactive for self-development through experience, reflective practice, professional support and independent research and reading. Maintain a personal portfolio for recording development.
  • Provide support to the Scanning Bureau as required and undertake any other appropriate duties relevant to role and grade.

DOCUMENT CONTROL

  • Co-ordinate publication and dissemination of Trust policies, procedures, guidelines, protocols, business continuity plans, and terms of reference, in line with Trust procedures.
  • Maintain archive of historical versions of policies and documents in line with national retention periods, flagging any to be appraised for destruction or permanent retention.
  • Maintain the document control inventory log, providing relevant data and reports for assurance and compliance monitoring.
  • Provide a central reference point for advice to authors relating to aspects of the Document Control Policy and the development and review of all procedural documents.
  • Champion document control and raise awareness of requirements via various communication methods.
  • Point of contact for document control related queries and enquiries from Trust staff and other service users, re-directing as appropriate.

COMMUNICATION

  • The post holder is required to communicate with a wide-ranging variety of posts and roles including Board, management, clinical and non-clinical.
  • Ability to communicate confidently and effectively at all times is essential, ensuring appropriate methods of communication.

SKILLS, KNOWLEDGE AND ATTIBUTES

  • Competent numeracy and literacy skills
  • Competent in the use of Microsoft Office and desktop applications and can demonstrate good skills with respect to database and/or spreadsheet management, including basic data analysis techniques in MS Excel.
  • Excellent communication skills.
  • Ability to work with minimum supervision when required.
  • Excellent time management and organisational skills.

EXTRA INFORMATION

  • Aspects of manual handling may be required to retrieve pre-EPR and miscellaneous health records for disclosure requests
  • Provide support to the Health Records Scanning Bureau for document preparation, scanning, indexing and quality assurance.
  • Managing secure return of third party case notes back to original data controllers e.g. external NHS Trusts.
  • Undertaking privacy audits in line with IG procedures regarding access to summary care record.
  • Support completion of cost recovery procedure in line with documented standard operation procedure.
  • The post holder is required to communicate with a wide-ranging variety of posts and roles including Board, management, clinical and non-clinical.
  • Ability to communicate confidently and effectively at all times is essential, ensuring appropriate methods of communication.

SKILLS, KNOWLEDGE AND ATTIBUTES

  • Competent numeracy and literacy skills
  • Competent in the use of Microsoft Office and desktop applications and can demonstrate good skills with respect to database and/or spreadsheet management, including basic data analysis techniques in MS Excel.
  • Excellent communication skills.
  • Ability to work with minimum supervision when required.
  • Excellent time management and organisational skills.

EXTRA INFORMATION

  • Aspects of manual handling may be required to retrieve pre-EPR and miscellaneous health records for disclosure requests
  • Provide support to the Health Records Scanning Bureau for document preparation, scanning, indexing and quality assurance.
  • Managing secure return of third party case notes back to original data controllers e.g. external NHS Trusts.
  • Undertaking privacy audits in line with IG procedures regarding access to summary care record.
  • Support completion of cost recovery procedure in line with documented standard operation procedure.

EDUCATION AND TRAINING

  • Participate in appropriate training and development opportunities.
  • Participate in all Trust Mandatory training / study days

Person Specification Values & Behaviours Essential

  • Patient and family centred, accountability, continuous improvement, teamwork

Skills and abilities Essential

  • Competent in the use of Microsoft Office and desktop applications and can demonstrate good skills with respect to database and/or spreadsheet management
  • Excellent written and verbal communication including presentation skills
  • Excellent admin and clerical skills
  • Excellent standards of accuracy and attention to detail
  • Excellent organisation, prioritisation and time management skills
  • Ability to work in a pressurised environment
  • Ability to meet tight deadlines
  • Ability to respond to unpredictable work patterns/interruptions
  • Ability to work under own initiative and as part of a team
  • Ability to use a PC to perform a large part of the duties
  • Ability to deal with members of staff, the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality

Desirable

  • Knowledge of the Information Governance Framework and associated legislation
  • Ability to use laptops, projectors and other presentation equipment effectively
  • Ability to use MS Visio or other specialist software

Experience Essential

  • Working in an office environment with a key focus on service user experience
  • Using computers systems and office programme including databases and spread sheets including Word, Excel and Outlook
  • Communicating and working with staff at all levels
  • Working to prescribed deadlines

Desirable

  • Working within an NHS organisation
  • Working within the information governance or related subject matter
  • Management of access to information or disclosure requests e.g. DPA, FOIA

Qualifications Essential

  • Educated to A-Level or equivalent i.e. qualified by experience and through evidence of personal development to work within information governance or associated field

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