Corporate Governance Assistant

3 months ago

Eastbourne, United Kingdom East Sussex Healthcare NHS Trust Full time

Key Duties and Responsibilities 1. The role will be that of supporting the Freedom of Information (FOI) Department in the management of FOIs; and under the supervision and guidance of the Senior FOI Administrator / Corporate Governance Manager, manage FOI responses, as allocated by them, commensurate with relevant experience and/or appropriate skills. 2. Acknowledge receipt of Freedom of Information requests and identify individuals or teams within the Trust that can provide the information requested.

This must be undertaken as soon as possible after receipt and within two working days. 3. Once information has been received, some of which may be complex, review to identify if further information is required to complete the FOI request and seek further details as needed. 4.

Using the FOI report and prioritising own workload, follow up with relevant staff when further information is due within the timescales required for each FOI request and ensure that responses are received and FOIs approved within the 20 working day timeline to ensure that FOIs do not breach. 5. Prepare the final response once all information required has been received and send to the relevant Director for approval seeking advice from the Senior FOI Administrator / Corporate Governance Manager if needed. 6.

Once approval has been received, send the FOI response to the requester and complete the closure process on AMS that is required for all FOIs. 7. Maintain the Trusts Disclosure log on the website ensuring that all identifiable information regarding the requester has been removed from documents published. 8.

Comply with and keep up to date with information governance requirements. 11. Be responsible for the maintenance of the electronic files in respect of all FOIs, ensuing that they are kept up to date and in good order. 12.

Ensure all FOIs are accurately recorded, and progress updated on the Trusts AMS Database and that the information held by the Trust is accurate and updated. 13. Assist with the preparation of reports and updates for meetings as required. 14.

Deal with general enquiries regarding the Trusts FOIs 15. Assist the Senior FOI Administrator / Corporate Governance Manager to identify lessons learned from individual FOIs and appeals. General office duties 16. Manage any payment requests related to FOI requests This involves supporting requesters to pay by BACS, cash or cheques and keeping a record of all payment requests.

17. Provide general clerical and administrative support including dealing with incoming and outgoing correspondence, bringing matters to the attention of the Senior FOI Administrator as appropriate. 18. Deal with telephone enquiries, dealing with enquiries from internal and external parties (including solicitors, media, MPs and members of the public) as appropriate.

19. Carry out photocopying, scanning, filing, copy typing and other administrative duties. 20. On behalf of the FOI Department, arrange meetings, book rooms and ensure that all attendees are aware of arrangements.

21. Manage diary commitments and support work programmes, preparation of papers and arrange appointments including any necessary travel arrangements. 22. Develop a good understanding of the other functions within the FOI/Request for Information department to provide mutual short notice cover/support for the other administrative assistants when necessary.

23. Comply with all aspects of the Freedom of Information Act, Data Protection Act, Access to Health Records Act and Patient Confidentiality. 24. Take messages, by phone, MS Teams or in person, on behalf of the team and deal with queries in an appropriate manner.

General Duties & Responsibilities applicable to all job descriptions 25. Complete the Trusts mandatory training requirements identified for the role. 26. Take part in activities that lead to personal and/ or team growth.

27. Attend supervision and appraisal sessions with the Senior FOI Administrator and Corporate Governance Manager. 28. Take a lead in identifying own development needs.

29. Assist in the induction of new staff within the team as appropriate, ensuring they are aware of all necessary procedures, policies and information necessary to carry out their role. 30. Assist in identifying the training needs of departments in respect of Freedom of Information knowledge.

31. To be familiar with and adhere to the policies and procedures of the Trust. 32. To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

33. To participate fully in the performance and development review (appraisal) process and undertake Continuing Professional Development as required. 34. To participate in surveys and audits as necessary in order to enable the Trust to meet its statutory requirements.

35. To be aware of the Trusts emergency planning processes and follow such processes as necessary, in the event of an unexpected incident. 36. This job description is not exhaustive.

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