JOB DESCRIPTION
Responsible to
Information Governance Officer (IGO)
Responsible for
The post-holder is responsible for supporting the Information Governance Management Team in all aspects of the delivery of a professional Information Governance Service for EA including compliance with Freedom of Information (FOI), Data Protection (DP) Legislation and the General Data Protection Regulation (GDPR), Environmental Information Regulations (EIR), Records Management, Complaints and Assembly Questions.
Main duties and responsibilities
* Support the delivery of a professional Information Governance Service for EA and schools in the areas of FOI, DP and GDPR, Records Management, Complaints and Assembly Questions.
* Support in the continued development of a ‘data protection by design’ culture within EA and schools, including creating a corporate memory of personal data held and its flows, providing transparency on how personal data is used, embedding data protection within business processes and change programmes, and delivering on the rights of data subjects.
* Oversee and support EA’s compliance with FOI, DP and GDPR, EIR and Complaints, including managing contact with directorates, compliance with timescales, formulating responses to information requests and effective administration.
* Ensure that information requests and complaints are consistently processed in line with relevant legislation, EA policy, procedures, advice and guidance.
* Provide support to staff on the interpretation and application of the EA’s Corporate Information policies including FOI, DP, GDPR, Records Management and Complaints.
* Provide advice and support to schools on the interpretation and handling of Freedom of Information Requests, Subject Access Requests and Records Management queries.
* Support, manage and assist with FOI appeals, data breaches and tribunals relating to DP, GDPR and FOI.
* Support in the preparation of responses to Northern Ireland Public Services Ombudsman (NIPSO) or Information Commissioner’s Office (ICO) enquiries or investigations.
* Support the development and delivery of appropriate training programmes for staff, schools and governors on Records Management, Freedom of Information, Data Protection and Complaints.
* Advise, review, monitor and update the operation of EA’s publication scheme.
* Review, evaluate and report on current records management practices within EA.
* Develop effective strategies and procedures for storage of records (electronic and manual) in accordance with EA Records Management policy and Retention and Disposal Schedule.
* Liaise with the Public Record Office for Northern Ireland (PRONI), NIPSO, the Information Commissioner’s Office (ICO) and other organisations to ensure compliance with Records Management, FOI, Data Protection/GDPR and Complaints legislation, policies and procedures.
* Support the review and development of corporate information policies, procedures and management reports.
* Deputise for IGO as required.
* Management of staff.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, please note the following: the original document contained links; links have been omitted in this refined version.
Person specification
Notes to job applicants
1. You must clearly demonstrate on your application form under each question how and to what extent you meet the required criteria; failure to do so may result in not being shortlisted. Demonstrate this for both essential and desirable criteria where relevant.
2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided on your application form.
5. The Selection Panel reserves the right to shortlist only those applicants that most strongly meet the criteria for the role.
6. In the event of an excessive number of applications, the Selection Panel reserves the right to apply any desirable criteria at shortlisting, in which case these will be applied in the order listed. It is important you clearly demonstrate on your application form how you meet any desirable criteria.
Section 1 - Essential criteria
The following essential criteria will initially be measured at the shortlisting stage and may be further explored during the interview/selection stage. Demonstrate on your application form how and to what extent you meet these criteria. Failure to do so may result in not being shortlisted.
1. Hold a HNC/HND or above qualification and have a minimum of two years’ experience in an administrative/support role within an area governed by legislation or statutory framework, or have a minimum of five years’ experience in such a role.
2. Demonstrable experience of contributing to policy or procedures in the context of a legislated area.
3. Demonstrable customer service oriented approach in service delivery in a legislated context.
4. Demonstrable experience in an area governed by legislation where expert knowledge of such legislation is required, including interpreting, applying and advising stakeholders.
5. A high level of IT literacy including experience of Microsoft Office.
6. Ability to prioritise and deliver a busy programme of work in a legislated context.
7. Access to a suitable vehicle or be able to demonstrate suitable alternative transport to meet mobility requirements (as applicable).
Section 2 - Essential criteria (continued)
Evidence of behaviours in line with EA’s Game Changing People Model, including prioritising and delivering work, analytical thinking, innovation, and effective communication with stakeholders. This will be assessed at interview.
* Ability to prioritise and deliver a busy programme of work in a legislated context.
* Ability to analyse information and apply innovation to problem solving.
* Ability to communicate effectively and build productive relationships with internal and external stakeholders.
Section 3 - Desirable criteria
Desirable criteria may be applied to determine a manageable pool of candidates. Make clear on your application how you meet these criteria where relevant.
1. Demonstrable experience working in an Information Governance role with expert knowledge of FOI and Data Protection legislation.
Our values: The selection process will seek evidence that personal values align with EA values, including commitment to equality and excellence in service delivery.
Disclosures
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as regulated activity. If appointed to a post involving regulated activity, an Enhanced Disclosure of Criminal Background will be undertaken. The applicant will be responsible for the cost of the disclosure.
Further information can be accessed on official channels; details have been provided in the original posting.
Applicant guidance notes
To view applicant guidance notes, please refer to the original posting.
The Education Authority is an Equal Opportunities Employer.
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