Information Governance Records Officer

Information Governance Records Officer

Edinburgh

£31,332

Hybrid (must be able to attend offices 1 or 2 days a week when needed)

ASAP Start

Sue Hill Recruitment are delighted to be working in partnership with Children’s Hearings Scotland who are recruiting for an Information Governance Records Officer.

CHS recruit, train and support Volunteer Panel Members who make legal decisions with and for children and young people in children’s hearings. This system is Scotland’s care and justice system which makes sure that infants, children and young people are safe and cared for. Volunteer Panel Members take part in children’s hearings, as a panel of three, to make important legal decisions for the children who attend - keeping their views at the heart of every hearing.

As Information Governance Records Officer, you will provide support to the Information Governance and Data Protection Officer providing on-going evidence of compliance with the statutory requirements as set out in the PRSA, by contributing to the review and development of key record keeping policies and procedures, as identified in the National Convener and CHS’ Records Management Plan. You will also support CHS’ effective operation by carrying out internal records management activities.

You will also be involved in the development of a range of CHS activities by ensuring projects and processes have IG requirements built into their design. You will support the Information Governance and Data Protection Officer in identifying information risks and incidents, including personal data breaches, and managing their investigation and resolution.

CORE ACTIVITIES:

• Provide advice and guidance to members of the CHS National team, Board members, the CHS volunteer community and local authority Clerks on IG issues, including statutory and regulatory compliance.
• Provide a proactive and solution focused approach to records management and data security which supports business needs.
• Deliver responses to statutory requests for information, including Freedom of Information Requests, Subject Access Requests, and other statutory information requests, and answer enquiries about CHS information.
• Support the Information Governance & Data Protection Officer with information security incident management, including providing support with recording, investigating and reporting of information security incidents and vulnerabilities as well as implementing policy changes following an incident.
• Support the Information Governance & Data Protection Officer by ensuring that appropriate safeguards are in place for data sharing within the organisation.
• Carry out internal records management activities, such as retention review and destruction, and maintenance of the Information Asset Register.
• Support the Business Operations and Governance Manager with the identification, assessment, reporting and management of risk in relation to all aspects of IG including contributing to the regular review of Risk Registers.
• Assist in ensuring that CHS’ records management practices are compliant with the requirements of the Public Records (Scotland) Act and meet the needs of our staff and volunteers.
• Support the Business Operations and Governance Manager in auditing compliance with IG policy and practice and the preparation of reports to the Senior Leadership Team, CHS Board, and Audit and Risk Committee.
• Support CHS’ development of information, training and guidance for staff and the volunteer community.
• Work with partner organisations as required to support CHS and Children’s Hearings information governance arrangements.
• Deputise for the Information Governance & Data Protection Officer when required.
• In the spirit of positive team working, willingly lend support to colleagues and members of our volunteer community when possible, in their times of pressure and demand.
• Contribute to major CHS work programmes and projects.
• Proactively explore ways to continuously improve the effectiveness of your role in order to support the delivery of CHS’ outcomes.
• Undertake other work as may be required, which is consistent with the nature of the job and commensurate with its level of responsibility.

EXPERIENCE:

• Qualified to degree level or higher in a relevant discipline, or equivalent experience
• Track record of working with and understanding of relevant information governance legislation relating to data protection, the freedom of information regime and public records legislation, including UK GDPR, Freedom of Information (Scotland) Act, and the Public Records Scotland Act.
• Track record of communicating complex information to a range of audiences (including to senior management and Boards) both through written reports and presentations
• Track record of working with and understanding of the importance of confidentiality and information governance security principles.
• Experience of effectively working alongside paid staff and volunteers with a good understanding of the differences between and challenges facing each group.
• Strong experience of working in an information governance related role
• Experience of managing complex tasks and delivering to strict deadlines with competing priorities and demands
• Experience of handling confidential and sensitive information, and ability to advise others on this
• Experience of working in a records management role
• Demonstrable project management experience is desirable
• Experience of building information governance into digital and management information systems is desirable
• Experience of effectively working alongside paid staff and volunteers with a good understanding of the differences between and challenges facing each group is desirable
• Experience of working in a Non-Departmental Public Body is desirable but not essential
• The ability to initiate effective dialogue across teams, levels and departments
• Evidence of relevant Continuous Professional Development
• Exceptional written and verbal communication skills
• High level of proficiency with Microsoft Office