Information Governance Manager

Job Description

Service area: Human Resources and Corporate Services – Corporate Services – Information Governance 

Responsible to: Head of Information Governance

Responsible for:  As a senior manager within the Information Governance (IG) team, the Information Governance Manager will be responsible for supporting the Head of Information Governance in leading the development and management of a professional IG function for the Education Authority (EA). Under the direction of the Head of Information Governance, the role will initially be focused on leading the provision of information governance support to the Education Information Solutions (EdIS) Programme to ensure compliance with statutory responsibilities in the development, implementation, and delivery of that programme. Under the direction of the Head of Information Governance, the Information Governance Manager will be responsible for leading aspects of the development of an IG Framework for EA and schools that ensures compliance with the relevant IG related legislation in line with best practice standards. They will lead a professional team to establish a culture of effective IG across EA and ensure the appropriate systems, processes and procedures are in place to deliver a modern, professional and responsive information service with the highest standards of compliance with our statutory responsibilities. This role incorporates the statutory DPO role for schools under the UK General Data Protection Regulation (GDPR)

Job Purpose

Under the direction of the Head of Information Governance, the Information Governance Manager will be responsible for leading aspects of the development of an IG Framework for EA and schools, including:

Education Information Solutions (EdIS) Programme

The role will initially be focused on leading the provision of information governance support to the EdIS Programme to ensure compliance with statutory responsibilities in the development, implementation, and delivery of that programme including:

Advising the EdIS Programme director and EdIS team on all matters relating to IG. Providing advice and support in relation to the completion and monitoring of data protection impact assessments required for EdIS projects, and in relation to communication with Suppliers and Stakeholders, as required in this respect. Working with ICT and the EA’s Suppliers and Stakeholders, where required, to develop and implement secure systems for the management of electronic records. Representing the interests of EA from an IG perspective at meetings with Suppliers and Stakeholders as required. Managing and coordinating advice and support in relation to FOI requests relating to the EDIS Programme.

Strategic Information Governance (IG) Framework

As part of the development of an IG Framework for EA and schools:

Leading aspects of the development and implementation of an integrated Information Governance Framework including agreed organisational standards and a best practice approach to IG to ensure the highest levels of compliance with the relevant IG related legislation in EA and schools. Support the Head of Information Governance in leading and fostering an IG culture that values, protects and uses information effectively. Support the Head of Information Governance by leading cross‐directorate and education sector working groups established by the Head of Information Governance to embed effective IG practice into all areas of EA’s business.  Develop and maintain IG policies, procedures, processes and controls to ensure
effective management of information assets to support business needs and meet legal, risk and operational requirements. Act as a lead contact with the Information Commissioner’s Office in relation to IG matters and develop productive working relationships as a senior manager within the Information Governance team.

Records Management

As part of a comprehensive IG framework, support the Head of Information Governance in leading the development and implementation of an overarching strategy including the relevant policies and procedures for effective management and archiving of manual and electronic records in line with best practice and established standards ensuring compliance with legislative requirements including:

Development and implementation of a File Management System for manual records. Working with ICT to develop and implement secure systems for the management of electronic records. Development and implementation of EA’s disposal schedule in line with legislative requirements. Development and maintenance of EA disposal and retention schedule including overseeing review and transfer of records to PRONI/disposal as appropriate.

Statutory Data Protection Officer Role (DPO)

As part of a comprehensive IG framework, support the Head of Information Governance in the performance of their responsibilities as EA’s DPO including, as part of a comprehensive IG framework, to;

Develop, implement and maintain effective Data Protection policies, processes and systems to ensure EA is compliant with the Data Protection Act, the GDPR and other relevant data protection laws. Lead the implementation of an ongoing programme of work to ensure compliance with the GDPR within EA and schools. Inform, advise and support EA staff and schools to ensure understanding of their responsibilities under GDPR. Provide professional support, expert advice and guidance to EA staff and schools in relation to data protection issues. Manage data breaches and complaints relating to information governance. Advise, assist and support staff in the development of data sharing agreements and protocols with third party organisations and bodies as required. Work with other business units to ensure best practice and standards promoting and supporting the establishment of privacy by design. Develop, review and update EA’s Disposal of Records Schedule as necessary.

Schools’ Data Protection Officer (DPO) Role

Lead a professional team providing a DPO service regionally for schools including responsibility to:

Facilitate compliance by schools with the GDPR by ensuring effective systems and controls are in place. Provide or procure the provision of training for principals and key staff in schools in relation to GDPR and data protection obligations and provide training materials to support principals in delivering training to schools’ employees, workers and volunteers. Inform and advise schools regarding their obligations under the Data Protection Legislation. Monitor schools’ compliance with Data Protection Legislation and Schools’ policies in relation to the protection of personal data, and inform, advise and issue recommendations to schools and/or principals. Provide advice where requested as regards the completion and/or application of any of the GDPR related documentation, policies and procedures furnished to schools by the EA. Provide advice where requested as regards any Subject Access Requests (and other Data Subject Requests) received by schools. Provide advice where requested as regards any data protection impact assessments carried out by schools and monitor their performance. Serve as schools’ primary point of contact and liaison for the Information Commissioner’s Office on all data protection related matters under GDPR including any complaints received by the Information Commissioner’s Office in relation to schools. Liaise with schools and the Information Commissioner’s Office in relation to any data breaches by schools including supporting any data breach investigations, assessing the significance of any data breaches and managing any Information Commissioner’s Office Investigations into such breaches.

Freedom of Information

As part of a comprehensive IG framework, support the Head of Information Governance in leading the development, implementation and maintenance of effective policies, processes and systems to ensure EA is compliant with the Freedom of Information Act 2000 (FOI). Inform, advise and support EA staff and schools to ensure understanding of their responsibilities under FOI. Provide professional support, advice and guidance to EA staff and schools in relation FOI issues. Manage complaints, internal reviews and tribunals relating to FOI requests. Develop, review and update EA’s Publication Scheme as necessary.

Information Governance Training, Monitoring and Compliance

As part of a comprehensive IG framework, support the Head of Information Governance in leading the development and implementation of:

A comprehensive programme of IG support including best practice guidance, training and support materials for staff and schools to ensure they understand their obligations, relevant procedures and are equipped to meet the statutory requirements of GDPR, FOI and other IG related legislation. Effective procedures to regularly monitor compliance across EA against agreed standards as set out in the IG framework and support improvement actions where necessary.

Other Duties

Oversee the management of a number of EA’s general mailboxes. Line manage a professional team of staff with operational responsibility for Freedom of Information, Data Protection and Records Management. Deputise for the Head of Information Governance as appropriate.

OTHER DUTIES AND RESPONSIBILITIES APPLICABLE TO THE ROLE:

LEADERSHIP/MANAGEMENT

The post-holder will be expected to:

Line Manage employees aligned to Service area; Provide non-managerial support, information and training as required for other employees within the Information Governance team; Lead and support employees in the team in the effective and efficient operation of services; Promote the corporate vision, values and culture of EA as a single regional organisation, in all processes linked to the development and management of a professional IG function; Provide leadership to their service staff and ensure transformational changes and new structures, strategies, policies and processes for their system/service are implemented while maintaining the high standards of the Authority and any future challenges. Ensure that employees within the IG team are provided with clear structure, roles and responsibilities and are supported to work in an integrated way. Work closely with Team members to ensure that all requirements, deadlines, and schedules are on track. Responsibilities include submitting agreed deliverables, preparing status reports, and establishing effective communication plans. Foster a culture that supports achievement of the authority’s Strategic Plan by role modelling core values and leadership behaviors to staff. Undertake such training as may be required for his/her own personal and professional development 

STRATEGIC PLANNING AND POLICY INFLUENCE

The post-holder will be expected to:

Contribute to and where appropriate, lead the development and implementation of specific targets relating to the EA corporate plan and Human Resources and Corporate Services business plan Contribute to the development of a comprehensive service development plan;  Work collaboratively with the other Information Governance Managers and the Head of Information Governance, to ensure that priorities are translated into manageable objectives and communicated to relevant teams within the Service as appropriate; Work collaboratively with the other Information Governance Managers and the Head of Information Governance to devise and implement effective systems to monitor, measure, control and report on the work of the Service or relevant teams within service to take account of changes which may impact on and influence priorities and needs; Provide reports that can inform policy and strategic direction using formative and summative information which will guide future models of service delivery in relation to the service area. To establish effective, accountable and rigorous quality assurance systems to achieve highest possible standards of performance, with focuses on maintaining the needs of internal and external customers.

CORPORATE LEADERSHIP AND MANAGEMENT

The post-holder will be expected to:

Contribute to the strategic planning, implementation, and on-going monitoring of the service area; Ensure compliance with all relevant legislation and statutory frameworks; Establish, maintain, manage and review effective data systems; Co-ordinate, deliver, or contribute to training and support with regards to specific service areas as required; Facilitate the induction of new staff and ongoing professional development of all staff in relation to the core objectives, expected outputs and outcomes in relation to the service; Prepare and deliver reports on behalf of the Authority as required; Ensure that employees within the service have an awareness of the corporate culture, values and processes which underpin organisational development; Delegate responsibilities and deploy staff in accordance with their skills and abilities, the needs of the EA and service specific priorities. Ensure key principal risks are assessed and monitored, managed and controlled effectively aligned to the EA risk process.

SERVICE DEVELOPMENT AND QUALITY ASSURANCE

The post-holder will be expected to:

Assist the Authority in the development of policies and plans in line with overall strategic policy and objectives;  Ensure effective and rigorous quality assurance systems are in place to maintain high standards; Ensure effective engagement, capacity building and monitoring arrangements with local teams; Participate in review processes to enable the development, review and compliance of all quality assurance policies and procedures; Foster and facilitate the development of staff skills in relation to negotiating and collaborating with parents and other professionals; Liaise and work co-operatively with colleagues in other sections of the Authority to ensure consistent and coherent approaches towards training and services in relation to language and communication support;  Manage staff to perform to their potential, promote their professional development and give support when required;

MANAGING FINANCIAL RESOURCES

The post-holder will be expected to:

Follow robust corporate governance procedures and financial control frameworks for effective management of the budget for the service and monitor expenditure ensuring propriety, regularity and value for money within the allocated budget; Facilitate reporting protocols that are required by the EA;

PARTNERSHIP WORKING 

The post-holder will be expected to:

Enhance the development of the service by building on effective partnerships• Develop links across the Authority’s Directorates as necessary  Ensure effective systems are in place for communication and consultation with service users, both internally and externally; Contribute to attendance at meetings both internally and with other stakeholders, in accordance with corporate goals, service targets, multi-agency action plans and in line with EA and DE requirements.

---