The Royal Liverpool & Broadgreen University Hospital Trust

JOB DESCRIPTION

Job Title:

Information Assurance Manager

Hours:

37.5 flexible hours to suit the needs of the post.

Accountable to:

Acting Head of Information (Informatics)

Reports to:

Acting Head of Information (Informatics)

Responsible for:

Access to Health Records, Freedom of Information, Data Protection & Information Security, Corporate Records Management and the Information Governance Toolkit.

The Royal Liverpool & Broadgreen University Hospital Trust

The Royal Liverpool & Broadgreen University Hospital Trust

The Royal Liverpool & Broadgreen University Trust is a busy acute teaching hospital based on two sites. The Information Governance Department supports the Trust across a range of functions including      

Access to Information, Data Protection, Caldicott and Information Security Implementation and monitoring of the Information Governance Toolkit standards. iPM Patient Administration System developments and upgrades. Corporate Clinical Coding Inpatient booking and scheduling. Information Quality

The Information Assurance Managers post is one of a team of four senior managers delivering and supporting the associated agendas in relation to these functions. The post holder will work as a senior member of the overall Information Governance Department An essential element for the success of this post will be the ability to communicate at all levels within the Trust and to provide effective management, lead in implementing policy and strategy in relation to the Information Assurance Agenda. The post holder will report directly to the Acting Head of Information (informatics) and will work closely with the Clinical Information, Corporate Information, Information Quality, Corporate Clinical Coding and Health Records departments to achieve the departments and trust objectives. All members of the team are encouraged to participate in developing a proactive, innovative and no blame culture within the department. This job description will be subject to periodic review and amendment in accordance with the needs of the Trust. Main purpose of Role The Information Assurance Manager will be a highly skilled person who will be key to the advancement, implementation and monitoring of legislation and national guidance in relation to information privacy, security and access. The post will play key role in the delivery and improvement of the Information Governance Toolkit standards, data handling and security standards and other guidance as it emerges.

The Royal Liverpool & Broadgreen University Hospital Trust

The post holder will play a key role in the implementation of Records Management standards in the Trust. Carry out work as allocated by the Information Governance Manager. . Key Responsibilities General Service To ensure that information systems are used appropriately and that appropriate governance arrangements are planned and implemented for each new system as they develop To ensure that privacy alerts from national systems are dealt with appropriately. To ensure that Information Governance risks and issues are logged and mitigated appropriately. To ensure that an Information Asset Register is maintained for all trust held information both manual and electronic. Maintain an expert knowledge of the national and local health economy agendas and priorities in relation Information Assurance Maintain a knowledge and understanding of agendas and priorities affecting the Trust and the National Health Service (NHS). To have an advanced understanding and adhered to all informatics policies and have an understanding and adhere to all General Trust Policies. To ensure that all incidents are recorded and reported in a timely manner, and that serious incidents are brought immediately to the attention of the Acting Head of Information. It may also be necessary to liaise with the Security Manager and the Health and Safety Manager. Producing regular monitoring reports for the Acting Head of Information

The Royal Liverpool & Broadgreen University Hospital Trust

Finance/Stock This role is not a budget holder but has delegated authority to sign off requisition forms to a maximum value of £500. Diligence and consideration should be exercised when authorising spending, and consideration should be given to the Trust current financial situation and rules regarding ordering. To contribute to cost savings and service improvements to assist in meeting the departments CRES. To ensure that completed standard variation lists (SVL) are accurately completed and submitted in a timely manner. Ensuring stationary stock control is maintained and ordered via directorate secretary; ensuring storage area is kept in order. Ensure working environment is kept in an orderly fashion and department electronic drive is kept in order and any large databases restored and compacted on a regular basis. Ensure all equipment used in office is in working order and stocked to correct levels and set to correct programme e.g., printers etc

Policy and Procedures To develop corporate Policies defining the standards required for robust privacy, security and access of information for both staff and patients. To develop and implement robust standards for Records Management including, retention, destruction, indexing, storage and naming conventions policies and procedures. To further develop and implement Corporate Document standards. To implement the Corporate Informatics Policies across the Trust To assist in the maintenance of the Information Governance Strategy To implement the Information Governance Strategy

The Royal Liverpool & Broadgreen University Hospital Trust

To liaise with Directorates to agree best working practices in relation to the processing of information, Ensure departmental procedures within your areas of responsibility are up to date and adhered to. To assist in the development and implementation of strategy and policy across the Information Governance agenda Staff Management and Personnel To manage Freedom of Information Coordinator, Data Protection Liaison Officer, Information Security Officer and staff in order to achieve the highest standards of service To ensure that staff are recruited, trained and retained to meeting the demands of the trust. Respect colleagues differences with equality and diversity to ensure rights are not infringed To be responsible for the continual professional development of themselves and their staff All staff are encouraged to make suggestions to improve the service, and to promote a ‘no blame’ culture. To set objectives for the staff using the knowledge and skills framework, to ensure continued development of skills and knowledge to meet the changing demands of legislation, the Trust and NHS. To recruit appropriately trained staff to support the needs of the Department, this involves writing detailed job descriptions, person specifications, adverts and using knowledge and experience in the interview process. Contact will be made with a range of individuals during this process and diversity should be respected. To ensure the appropriate change forms are submitted to keep ESR accurate and up to date. To ensure that holiday entitlement, flexitime and sickness is managed and recorded accurately. To ensure that staff receives regular mandatory training, including induction, data protection, health and safety and IT Training.

The Royal Liverpool & Broadgreen University Hospital Trust

To assist in the informal/formal counselling/disciplinary process in order to improve performance in line with trusts policies To support the Information Quality Manager, the Clinical Coding Business Manager and the Acting Deputy Information Governance Manager in their absence, this may mean giving advice and making decisions on their behalf. Health and Safety To ensure that department has a trained health and safety risk assessor as part of the team. To ensure that regular risk assessments are completed in the department and the results are relayed back to the Acting Head of Information Take timely action resulting from any risk assessment recommendation with assistance from the Acting Head of Information if required. This may involve liaison with other department such as estates or planning etc. It is essential to keep the Acting Head of Information informed if there are any issues of non-compliance within health and safety legislation or trust policies. Audit, Validation and Monitoring To set the annual improvement plan for the Information Governance Toolkit with your team. Liaise with other departments such a Clinical Coding, Information Quality and North Mersey HIS to set their targets for the toolkit plans. To monitor achievement of the Information Governance Toolkit regularly throughout the year and report progress to the Acting Head of Information and the Information Governance Group. To provide and monitor the framework for the secure transfer of information. To monitor the storage and flow of information including emails to ensure trust standards are adhered to. To produce detailed incident investigation reports for Data Protection/Information security incidents for Directorates and maintain a detailed and up to date incident monitoring database. To formulate action plans with Directorates/Divisions to improve their security and handling of data and to regularly monitor progress against all of the actions.

The Royal Liverpool & Broadgreen University Hospital Trust

To formulate action plans with Directorates/Divisions to implement a programme of Records Management for corporate documents and filing structures and to regularly review progress against those plans. Prepare and implement an annual information assurance annual audit plan for your team. Prepare and present Information Assurance presentations for the Directorates Divisions and the Information Governance Group. This will require the ability to extract appropriate information and to analyse the results, look at trends to make informed decisions to improve the service. To ensure a programme of impact assessment is in place for new or changed information processes or systems. Advise on best practice and legislation to ensure all governance issues and risks are mitigated. To produce regular monitoring reports for Directorates, Divisions and the Information Governance Group in relation to Information Assurance issues, incidents and training, To work with the Directorates most affected and implement and monitor action plans to improve the data. To create Information Assurance risks and issues log. To action plan and monitor outcomes to mitigate risks and issues. Training Plan and deliver training sessions to raise awareness of information assurance and records management issues, policies and processes. These will range from 1-2-1 meeting to lecture theatre presentations, Review training and induction material to ensure that it is relevant and up to date. Undertake any training activity to ensure Trust policies and procedures are understood, and to develop any new knowledge within the role. Communication To provide advice and guidance on compliance within area of responsibility to staff across the trust To attend external meetings as required particularly in relation to information governance and assurance and to feedback emerging issues and relevant information to the Acting Head of Information.

The Royal Liverpool & Broadgreen University Hospital Trust

To attend meetings and working groups as required supporting the implementation of the NHS Connecting for Health Programme, particularly in relation to security and processing of information. To attend meetings and working groups as the Trust moves towards electronic record keeping to ensure that appropriate record keeping standards are in place. Liaise closely with Directorate Managers, Consultants and Clinicians to ensure that information is processed to high and secure standards. This will include using reasoning and persuasive skills in order to enact change or an improvement of service that may be in someone else’s area of influence. Raising awareness and reassuring managers of governance of information is essential to good relations and improvement of service. To report regularly to the Directorates/Divisions and the Information Governance Group in relation to information assurance issues, risks, audits and action plans. Working Conditions This role requires expert skills together with advanced knowledge of legislation and Audit. This is a senior role that requires 12 months induction. This role is based in an office located in the audiology corridor The role demands the regular use of a computer in order execute some of tasks. Each computer is situated at an appropriate workstation were you will be required to sit. Due to the nature of the work this position will be adopted throughout most of the working day. Adjustable computer chairs are provided and must be used; chair height and computer screen levels should be set for each individual to ensure that your health and safety is maintained. All members of staff are required to adhere to the regulations regarding workstations and VDU’s Other responsibilities Health & Safety

The Royal Liverpool & Broadgreen University Hospital Trust

All employees have a duty to take reasonable care to avoid injury to themselves or to others and to co-operate with the Trust in meeting its statutory requirements. Information Technology Skills You are expected to be competent in the use of Microsoft Office packages. All staff are expected to have or to gain a minimum of basic level IT skills to enable them to use the Trust IT systems to support Trust services and needs. All staff should be familiar with relevant IT system and security policies and procedures. Records Management All staff are personally responsible for record keeping. A record is anything that contains information in any medium, e.g. paper, tapes, computer information, etc. which have been created or gathered as a result of any NHS activity. All individuals within the Trust are responsible for any records they create or use. Please ensure that records are retained in accordance with the Records Management Policy and are stored in a manner that allows them to be easily located in the event of an Freedom of Information request. Information Quality All staff must ensure complete and accurate data is collected to the highest standard at all times. Data collection should be supported by adequate documentation and processes should be regularly reviewed. Staff should ensure that processes conform to national standards and are fit for purpose. All staff should comply with the Information Quality Policy. Change of Job Description The duties outlined above are not intended to be exhaustive and may change as the needs of the department alter in line with current agendas. This job description will be subject to periodic review and amendment in accordance with the needs of the Trust.

Smoke Free Policy

The Royal Liverpool & Broadgreen University Hospital Trust

The Trust operates a Smoke Free Policy, which was launched in March 2005. This policy prohibits smoking in all Trust premises, grounds and vehicles. It also prohibits smoking in uniform. If you would like support to stop smoking you can contact a Smoking Cessation Advisor who will visit your ward or department, the telephone number is 0151 794 8876. Agenda for Change This Trust has implemented the new national NHS pay conditions system entitled 'Agenda for Change'. General Information on Agenda for Change can be found on the Department of Health website: www.doh.gov.uk/agendaforchange CRB Disclosure

This post will be subject to an enhanced disclosure check with the Criminal Records Bureau (CRB). Further information available on the CRB web site: www.crb.gov.uk

.Grade:

Band 7 (subject to AfC)

Accountable to:

Acting Head of Information

Reports to.

Acting Head of Information Requirement

Education/Qualification Induction for this role is approximately 12 months  Educated to Masters Degree level or equivalent demonstrable experience  ISEB in Data Protection (on

Essential

Desirable

Assess

Score

The Royal Liverpool & Broadgreen University Hospital Trust

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entry to the role) or relevant experience. ISEB in Freedom of Information (on entry to the role) or relevant experience. PRINCE2 Foundation Course (on entry to the role). Audit qualification or relevant experience. * A willingness to undertake formal professional qualifications that may include some or all of the courses noted above.

Skills 

NHS experience.

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experience managing staff.

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Excellent communication skills

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Ability to produce the highest quality written material. Ability to Communicate with the Media, Solicitors and other external organisations Ability to develop policy’s and set standards. Ability to support and develop others.

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The Royal Liverpool & Broadgreen University Hospital Trust

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Ability to work under own initiative and to identify and prioritise own work. Ability to implement change. Able to present information in a variety of forms including PowerPoint presentations Ability to work within tight time and target constraints. Able to work with a range of professionals across the organisation. Able to display attention to detail. Flexible approach to work. Excellent interpersonal skills. Team worker. Excellent organisational skills

Attitudes and Disposition 

Reliability.

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Approachable. Good attendance. Willingness to assist colleagues. Present a professional image

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The Royal Liverpool & Broadgreen University Hospital Trust

Qualifications The post holder will be expected to continually develop themselves and their role. They may be required to study for and pass the identified qualifications with support from the Trust within a negotiated timeframe.

Score For interview process

Employee Name: Signature: Date: