Job Description. Information Assurance Manager Band 8A TBC Associate Director of Technology Parklands and other sites as required

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1 Job Description Job Title: Grade: Accountable to: Base: 1. JOB PURPOSE Information Assurance Manager Band 8A TBC Associate Director of Technology Parklands and other sites as required The purpose of the role is to provide leadership and guidance on the information assurance agenda to ensure that the organisation continues to meet the national standards required to be safe in its responsibilities to related to information Governance Records Management and the CPA agenda. The information Assurance Manager will provide the support required to the Caldicott Guardian, Senior Information Risk Officer and the Executive Director responsible for CPA via the line management of the CPA Manager. The Information Assurance Manager will: Be responsible for developing the Records Management and Information Governance Strategy for the Trust. Be the lead expert and subject matter expert in Information Governance including o Data Protection, Access to Health Records, Environmental Information Regulations, Records Management and Data Quality Have the responsibility for developing and managing the Information Assurance Team and the Child Health Records Department. Being accountable for developing the departments to improve processes and improving service delivery. Ensure that all Policies and Procedures relating to Information Governance and Records (Corporate and Clinical) are updated and monitored. (on-going) Will provide support to the Executive Director with responsibility for CPA. 2. Position of Role in Organisation

2 SIRO Caldicott Guardian Executive with CPA responsibility Associate Director of Technology Head of Programme and Project Delivery Information Assurance Manager Head of Technology and Innovation Head of Technical Architecture and Design Child Health Records Department Information Assurance Team CPA Manager 3. Responsibilities and Main Duties STRATEGIC To be responsible for the management of, and providing support for the Trusts yearly submission of the Information Governance Toolkit including monitoring compliance levels: To provide professional advice on issues relating to Health and Corporate Record Management, and Information Governance To develop the Records Management and Information Governance strategy that underpins the organisations requirement to ensure that the information it holds is safe and appropriately handled. To ensure that the Strategy is regularly reviewed and reflects any changes and is communicated effectively to all appropriate personnel. Represent Southern Health on matters relating to Records Management and Information Governance at regional and national level meetings and steering groups. Will have responsibility to be personally up to date and informed on Records Management and Information Governance developments and initiatives, statutory regulations and legislation to ensure that the organisation is compliant. Will be responsible for communicating the information Assurance message throughout the organisation ensuring compliance and that staff have awareness of the requirements. To support Southern Health in the change and transition of work practices around Health Records from paper to electronic records whilst ensuring that business as usual is maintained OPERATIONAL To review systems for the management and safe processing of information Provide support to the Clinical Information Assurance Steering Group to implement and develop robust clinical record processes, and systems across the Trust. 2

3 Provide support to the Information Governance Steering Group, to implement the Information Governance strategy across the Trust. Liaise with Trust Information Asset Owners and Information Asset Administrators, Trust Caldicott Guardian, Trust Senior Information Risk Officer (SIRO) and business unit Information Governance representatives to ensure all aspects of records management and information governance is communicated effectively throughout the Trust and that the appropriate frameworks are being followed and adhered to. Attend local and regional Records Management Groups / Information Governance Groups. Analyse complex information in order to make informed decisions and recommendations to senior managers on the adoption of appropriate records management and information governance solutions. To work with Learning and Development Department to ensure that there is a robust, effective and efficient Records Management and Information Governance training, education and support programme in place. 3

4 4. Management Health Records To provide professional leadership on health records management. To review the health record management requirements placed on the Trust by external sources (e.g. CNST, Standards for Better Health, Information Governance Toolkit, NHS Code of Practice) and to develop work plans to ensure compliance. To be responsible for ensuring that the Assurance team implement and monitor the work plans. To monitor the Trust s ability to meet the record management needs of the clinicians and health professionals and to take action or make recommendations as appropriate. To be responsible for policies, procedures, and guidance documents to support the implementation of Health Records Policies from a national and local perspective To work with the Records Leads within each business units to maintain and develop an efficient and effective Health Records service. To continue to develop and implement the Trust s Record Management Strategy in line with National Directives and to monitor its implementation. To ensure health records are properly controlled and appropriately disposed of throughout the trust. To ensure adequate health records policies and procedures are in place, monitored and updated regularly in relation to all of the relevant work streams as agreed. To provide quarterly reports into appropriate assurance committees for Records Management; Audit Committee, Risk and Governance; Information Governance Committee. Reporting on progress achieved in delivering the Records Management and Information Governance strategy and associated action plans. To ensure that the Trust operates in and complies with the current legal framework with regard to health records management, i.e. Data Protection Act To manage and monitor any Service Level Agreement or contract with external storage companies. To initiate a review and scope current practice regarding future records storage including an options appraisal with cost analysis and projection. To ensure the continued provision of access to health records in accordance with national legislation and local procedures, and to ensure the administration and copying fees, which the Trust may charge, are applied consistently within the process. To work with all members of the Information Assurance Team on the Information Governance Toolkit initiatives of Information Quality Assurance and with the Technology Department on Information Security and support where overlaps occur with other Information Governance initiatives. To provide expert input to the Clinical Audit Department, to ensure there is appropriate regular audit of the quality and integrity of health records in all clinical areas of the Trust. 4

5 To work with the Finance Team regarding Overseas Visitors and ensure policies and procedures are developed and implemented appropriately. To undertake specific records management projects including, for example, involvement in Connecting for Health implementation work streams. Providing resource from the information Assurances team. 5. Management Information Governance Develop and implement the Information Governance (IG) strategy; drawing on extensive experience of working within the NHS Organise and maintain mechanisms for cascading awareness of good IG practice across the organisation. To develop and ensure a robust Information Asset Owners and Information Asset Administrators framework is embedded within the Trust. Responsibility for co-ordinating compliance with the requirements contained within the initiatives in the Information Governance Toolkit thus ensuring that the Trust fosters a safe environment in IG Terms. To support and co-ordinate staff within the Trust who are involved with the IG Toolkit initiatives to provide accurate information when submitting the Annual Assessment. To own and manage the delivery of an annual IG action plan which is linked to the annual submission of the IG Toolkit scores. To ensure that the Trust complies with the requirements of the Data Protection Act, Freedom of Information Act, Access to Health Records Act and the Caldicott principles. To be responsible for the monitoring and evaluation of patient and personal information, ensuring high standards are met in terms of confidentiality and information security. To provide confidence to both patients and staff that their information is obtained, held, used and shared safely and legally. Support and advise the Chief Executive of the Trust with regard to data protection and confidentiality. To ensure that Information Audits as specified in the IG Toolkit are undertaken when required. To be responsible for the Trusts Information Asset Register ensuring that it is kept up to date. Establish procedures for reporting and investigating IG breaches across the Trust. Managing all IG breaches, assessing the level and impact of the breach and providing guidance to staff appropriately. Reporting correctly as per DoH guidelines. To develop policies, procedures, and guidance documents to support the implementation of Information Governance To meet regularly and work closely with both the Senior Information Risk Officer (SIRO) and the Trust Caldicott Guardian advising and supporting when necessary. Child Health Records Department To have management responsibility for the CHRD Team including completing appraisals, and developing personal development plans of individual team members. Setting work and team objectives, monitoring targets via supervision of CHRD Manager. To work with the Child Health Services to ensure that policies and procedures 5

6 are in place to ensure that the CHRD is providing the support and service required. CPA Using Knowledge of CPA provide line Management and support to the CPA Manager Staff leadership and management Provide effective direction, leadership and management to staff which promotes high performance standards both individually and as a team, in the achievement of the Southern Health NHS Foundation Trust objectives and priorities. The Organisations success will be dependent on all managers playing an active role to make sure the existing areas of good employment practice are universally embedded within the organisation. Senior managers will be expected to work autonomously and: Understand the Organisations key priorities and those for your Service Translate these into key priorities for your Service. Ensure clarity and effectiveness in developing and designing roles Promote an effective team ethos Complete Annual Appraisals for all your staff which reflect these priorities Ensure staff have access to appropriate training and development Communicate regularly through meetings with teams and individuals Provide opportunity for two-way feedback Value and treat your team equally Ensure management of staff is consistent with The Organisations HR Policies to the achievement of equality, equity and optimum performance Provide continual development support within the team by providing support and on the job training (staff to shadow, once a year day in the life of ) Mentor at least one staff member within IT (not directly managed staff). Dimensions Staff: 5 direct reports Budgets: to be agreed Health & Safety It is the responsibility of all employees to work with managers to achieve a healthy and safe environment, and to take reasonable care of themselves and others. Specific individual responsibilities for Health & Safety will be outlined under key responsibilities for the post. Equality & Diversity It is the responsibility of all employees to support the Organisations vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of the Organisations Equality & Diversity Strategies and Policies. 6

7 Information Governance As an employee you will have access to information that is sensitive to either an individual or to the organisation and you are reminded that in accordance with the requirements of Information Governance, NHS Code of Confidentiality, Data Protection Act 1998 and also the terms and conditions in your contract of employment, you have a duty to process this information judiciously and lawfully; failure to do so may result in disciplinary action. Rehabilitation of Offenders Act 1974 This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act This stipulates that all previous convictions, including those that are spent must be declared. Previous convictions will not necessarily preclude an individual from employment within the Organisation but must be declared in writing at the appropriate stage during the recruitment process. Performance Appraisal and Personal Development Planning The Organisation is committed to providing a high quality service through the effective management and development of its employees. The Performance Appraisal and Personal Development Planning process ensures that the Organisation is able to achieve its key aims of commissioning and delivering cost effective, high quality and responsive healthcare, whilst enabling employees to understand how the outcome of their contribution fits within these overall aims. All staff will be expected to participate fully in the Appraisal and Development process and comply with the relevant Policy. Smoke-free Policy This Organisation operates a Smoke-free policy. This means that smoking is not permitted anywhere within owned or leased premises, including within their grounds and within owned or leased vehicles. In the interests of promoting responsible healthcare all staff are to refrain from smoking when off-site in uniform or wearing an identifying NHS badge in any public place. The policy also applies to all staff employed by the Organisation at any location they may work, whether within or external to the Organisation's premises. The policy contains further details including support facilities; subsequent failure to comply with this policy may result in disciplinary action. 7

8 SOUTHERN HEALTH TRUST PERSON SPECIFICATION FOR THE POST OF INFORMATION ASSURANCE MANAGER Experience Essential Desirable Evidence 10+ years of managing Experience of NHS teams/direct reports across structures and systems various locations A total of at least 5 years operational, strategic records management experience in a large organisation Specialist knowledge in the Data Protection Act (1998), Freedom of Information Act (2000), Caldicott Requirements (1998), Human Rights Act (1998) NHS Connecting for Health programme Knowledge and experience of RiO and other clinical information systems used within the NHS Form References A thorough understanding of Government and Department of Health policy as it relates to all aspects of information governance and health records A thorough understanding of all legislation, regulations and codes of practice relating to information governance and health records A thorough understanding of the issues and drivers for change that affect all areas of information governance and health records A theoretical understanding of and ability to practice change management, financial management, and human resource management Expert knowledge and experience of records management systems, standards and processes Demonstrable experience in a senior management role in a complex, customer focused organisation Demonstrable experience of accessing changing business 8

9 Education/ Qualifications requirements and its impact on records management services Proven experience in organising and prioritising multiple tasks and workloads to meet deadlines Experience of planning, delivery, management including change management of implementing new systems Proven budget management and financial responsibility Proven project management experience Demonstrable experience in an organisation moving from a paper based Health Records system to an electronic system Demonstrable knowledge of CPA Masters degree in Information Security or equivalent professional experience and knowledge Form Practical and Intellectual Skills (including any special knowledge) Knowledge of legislation relating to training, Health & Safety and confidentiality In depth knowledge of current legislation affecting Health and Corporate Records and Information Governance acquired through formal training, short courses or personal study Able to solve highly complex issues relating to the delivery of a diverse records management Excellent IT skills and knowledge of its ability to transform and modernise manual paper based processes including recognition of the impact of change on current practices and processes. Highly developed team management, co-ordination and motivation skills as well as Form 9

10 Training Disposition/ Adjustments/ Attitude excellent listening and negotiation skills Evidence of continuing professional development Willingness to undertake training as required including NHS mandatory courses Must have exceptional communication, conflict management and relationship management skills. Characteristics and behaviours required to lead and motivate a workforce, to be able to work under times of significant pressure High levels of emotional and political intelligence Determination and single minded drive towards a positive outcome of tasks and projects, either personally or delivered by other staff High levels of skills required to lead, support and persuade in times of change for staff Self motivated and able to enthuse others at all levels including senior management Must be articulate and able to successfully negotiate solutions, resource and timescales with all levels of staff across the health community using tact and persuasion particularly at Trust Board Level Able to work to critical deadlines when under pressure and prioritise workload effectively Approachable, flexible and effective management style Form References Experience in collaborative negotiation to deliver objectives Physical Able to work at PC equipment on 10

11 Requirements Mental & Emotional Effort Additional Circumstances a daily basis for prolonged periods of time Has a sensitive, confidential and professional manner. Ability to solve complex analytical problems; independently analyse information and make recommendations based on this analysis Able to cope with a multitude of non-routine tasks whilst establishing a new records management programme Able to calm difficult situations. Able and willing to travel and attend meetings locally, regionally and nationally. Flexibility around working times and commitments form Occupation al Health Clearance form Form References Car driver with full UK licence Person specification compiled by Date (Month / Year) Car owner Helen Reading Associate Director of Technology June

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