Records Management Officer

2 weeks ago

Bulwell, United Kingdom Nottingham CityCare Partnership CIC Full time

Job Purpose Working within a busy Information Security team, the post holder will work closely with the Head of Information Security & Data Protection Officer to provide a high-quality Records Management and Data Protection Service to CityCare's Directorates. The post holder will assist the Head of Information Security & Data Protection Officer in providing vital support primarily to the Records Management, Subject Access and Access to Information functions, whilst providing project support to aid organisational compliance in records management/processing, archiving, retention and destruction. The post holder will assist the Head of Information Security & Data Protection Officer in fulfilling their statutory duties, including but not limited to, compliance with relevant Records Management Code of Practice/Standards, Data Protection legislation and the Data Security and Protection Toolkit submission. Dimensions The post holder will plan, coordinate and deliver a range of projects and records management programmes for all types of personal and corporate data, including health/corporate records frameworks, electronic and paper-based procedures, records digitisation, archiving/retrieval and destruction of records.

The post holder will also provide assistance to Managers and Project Leads in the proper standards of the organisation of patient/personal and corporate records, ensuring effective management and appropriate storage of records guided by clear policies and procedures, with implementation of robust audits for all CityCare services. The Records Management Officer will assist with the monitoring of policy reviews and take ownership of the Records Management policy and associated standard operating procedures/guidance, whilst supporting with the implementation and delivery of Records Management training and increasing staff awareness of Records Management processes. Key Responsibilities To act as a point of contact for records management queries and requests for support which includes monitoring the shared mailbox and coordinating responses to internal and external colleagues. To maintain relationships with members of the public and internal / external stakeholders whilst ensuring that queries are dealt with confidentiality and sensitively, effectively and of high standard, whilst using own judgement to decide on the course of action.

To support the organisation with its aims to become a paper light / paper less organisation, including the provisions of records storage, processing and management within specific digitisation projects, for example, Office 365 (SharePoint / OneDrive / Channels etc.), ensuring compliance with law and best practice. To contribute to the development of organisational policies, procedures, and guidance including monitoring of review dates and publication on the organisations intranet and website. To support Managers to implement these processes and embed policies effectively into everyday practice. To provide support and specialist advice and guidance to all levels of the organisation on the appropriate legislation and best practice in relation to all areas of records management, including, but not limited to, paper-based, electronic and digitisation processes for clinical(patient records), employee, and corporate records.

To develop and implement an audit plan of clinical and corporate records, ensuring appropriate access and storage (physically and on electronic systems) security is adhered, reporting any findings to the relevant Committee and escalating concerns to the Head of Information Security& Data Protection Officer. To provide support to Managers and Project Leads in the completion of relevant records management risk assessments, providing advice and guidance to all staff in relation to health, employee and corporate records risks, liaising closely with the Head of Information Security to mitigate and investigate risks/concerns. To provide support to Managers and Project Leads in the implementation of relevant records management processes such as the tracking, retrieval, filing, destruction and archiving of clinical and corporate records, on site and off site, using the appropriate systems and methods, whilst ensuring compliance with Data Protection Legislation and Records Management standards. To plan, coordinate and deliver a range of projects and training programmes including, but not limited to, Records Management, ensuring specific targets are met.

To work proactively with the organisations Information Asset Owners and the Information Security Officer to ensure that records of processing activities are understood, recorded, and maintained. This will include the ensuring that the Information Asset Owners/Privacy Officers are supported in their role, escalating any concerns to the Head of Information Security & Data Protection Officer, and/or SIRO as required. To support, where required, with data breaches / records management incidents, ensuring that Managers ar

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