Information Governance Administrator

We are looking for an Administrative Assistant who is eager to learn and keen to deliver in both performance and customer service for the Information Governance Team. The successful person must be a motivated and enthusiastic individual who possesses strong organisational skills.

We require an individual who is able to work under pressure and support the wider team in a multitude of administrative tasks. Knowledge and experience in administration and/or customer care is essential.

This is an excellent opportunity for a self-motivated and enthusiastic individual who wishes to pursue a career within Information Governance.

Here at the NHS Business Services Authority (NHSBSA), what we do matters.

 We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.

 Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That’s why when you join us, you’ll be empowered and given the right support to help your career grow.

 As one of the UK’s Best Big Companies to work for, we’re all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.

We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.

We are people connected to care.

Job purpose

The Information Governance Administrator will support the Information Governance team with the handling of Freedom of Information (FOI) and Data Protection (DPA) information requests for all operation services across the NHSBSA.

The post-holder will be responsible for the maintenance of systems and records pertaining to ongoing requests as well as managing the channels of information into the team from the public. Where necessary, the individual will also be responsible for ensuring the timely printing and posting of responses to requestors within legal deadlines. The role will contribute to the development and maintenance of the NHSBSAs compliance with information rights legislation and its operational services by supporting the Information Governance Manager and the Information Requests Team Leader in the co-ordination of the implementation of Information Governance across the authority.

In this role, you are accountable for

Supporting the Information Governance Officers in the handling of legal requests for information held by all NHSBSA services, including monitoring, coordinating, logging, and filing of requests as well as the maintenance of spreadsheets and portals.

Maintaining appropriate records in relation to all work undertaken to comply with Information Governance, Freedom of Information and Data Protection rules and regulations.

Ensure accurate record keeping and filing in order to comply with records retention schedules and expectations.

Raise purchase orders in our finance system to support the approval to purchase goods and services, liaising with internal colleagues and other departments to ensure the prompt payment to suppliers in accordance with the SFIs.

Support hiring managers with the recruitment, onboarding and induction of new starters, from raising the initial vacancy in our recruitment system, to providing a warm welcome to colleagues in their first few weeks.

Arrange travel and accommodation as required for the team members ensuring that the booking information is received in a timely manner and is compliant with the NHSBSA’s travel policy.

Develop and maintain effective information management systems, to ensure that information is kept securely and is accessible to other members of the team, as appropriate. Some of which may include confidential information, and/or relate to the Authority’s obligations under the Data Protection Act 2018 and Freedom of Information Act 2000.

Plan, arrange and attend meetings, training and events as requested, including booking venues and catering. This also includes managing the electronic diary for the directorate.

Answer and respond to enquiries received via various channels. This includes the management of Directorate inboxes to ensure queries and requests from colleagues within and outside of the business are dealt with quickly and efficiently, progressing through the correct route and escalating as required.

Providing administrative support to the Information Governance Specialists as needed with ongoing projects such as Data Protection Impact Assessments, Software Approvals, contract reviews, Memorandums of Understanding etc.

Provide support to the Information Requests Team Leader in the production of key performan