Job summary
We are looking for an Information Governance and System Co-ordinator to join our friendly, innovative and well supported primary care team at Trafalgar Medical Group Practice
Main duties of the job
The Information Governance and System Co-ordinator reports directlyto the Business Manager and is responsible for supporting them in coordinating InformationGovernance across the practice, managing Subject Access Requests, coordinatingIT equipment, working closely with our technical support and other systemsuppliers.
About us
Trafalgar Medical Group Practice (TMGP) works from two sites in Southsea, one being Eastney Health Centre, the other Osborne Road. The successful 27,000 patient Practice continues to grow and has a medical team of 6 partners, and 12 salaried GPs. Our nursing team, led by our Clinical Manager, are very experienced and highly regarded. Along with a strong pharmacy team and physios they are all supported with an excellent admin, secretarial and reception team who work across both sites.
Job description
Job responsibilities
JobSummary
The Information Governance and System Co-ordinator reports directlyto the Business Manager and is responsible for supporting them in coordinating InformationGovernance across the practice, managing Subject Access Requests, coordinatingIT equipment, working closely with our technical support and other systemsuppliers.
Accountabilities
Coordinator for Information Governance (IG)across the practice, updating policies, training documents, supporting auditsand involved with data security, confidentiality and compliance requirements.
Manage Subject Access Requests (SARs), supportthe business manager in dealing with data breaches and information governanceincidents, coordinating investigations, responses, records and escalation whererequired.
Support the practice manager with managing thepractice IT systems and digital infrastructure, acting as the key link withexternal IT support, NHS/Trusted Technology providers and other systemsuppliers.
Maintain asset and equipment registers,including hardware, software, devices, licences and associated records, andoversee telephony and communication systems, coordinating faults, upgrades andsupplier support.
Job responsibilities
Information Governance
Assistingthe Business Manager with Information Governance duties
Supportthe Business Manager with any data breaches, coordinating investigations etc
Assistingthe Patient Experience Manager when dealing with any complaints involvingpatient data or confidentiality
Loggingand investigating any IG issues
Supportingwith audits, in particular the Data Toolkit
DevelopSOPs relating to IG and Data Security
CompleteIG checks across the practice
Subject Access Requests
Manageall Subject Access Requests, from receipt, administration, coordinating the reportsand delivery
Maintaina log of all SARs
IT Systems
Supportingstaff with routine IT queries and escalating issues where necessary.
Updatingand maintaining the practice asset register.
Monitoringstocks of IT consumables, including toners and drums, and reporting low stocklevels.
Undertakingroutine checks to ensure clinical rooms have the required IT equipment andreporting any faults or shortages.
Assistingwith the deployment and setup of IT equipment, including PCs, laptops, phones,and printers.
Encourageteam working and development
Ensuregood staff communications
MaintainingPAT testing records and assisting with the scheduling of annual testing.
Assistingwith the organisation of maintenance visits and contractor access.
Train and support staff in safeand effective use of the clinical systems.
Confidentiality
Ensureand promote confidentiality throughout all aspects of your duties.
In thecourse of seeking treatment, patients entrust us with, or allow us to gather,sensitive information in relation to their health and other matters. They do soin confidence and have the right to expect that staff will respect theirprivacy and act appropriately.
In theperformance of the duties outlined in this Job Description, the post-holder mayhave access to confidential information relating to patients and their carers,Practice staff and other healthcare workers. They may also have access toinformation relating to the Practice as a business organisation. All suchinformation from any source is to be regarded as strictly confidential.
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.
Equalityand Diversity
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
- Actingin a way that recognizes the importance of peoples rights, interpreting themin a way that is consistent with Practice procedures and policies, and currentlegislation.
- Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Personal/ProfessionalDevelopment
Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:
Participationin an annual individual performance review, including taking responsibility for
maintaininga record of own personal and/or professional development.
Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work
Disclosureand Barring Service Check
Thispost is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975and as such it will be necessary for a submission for Disclosure to be made tothe Disclosure and Barring Service (formerly known as CRB) to check for anyprevious criminal convictions.
Job description
Job responsibilities
JobSummary
The Information Governance and System Co-ordinator reports directlyto the Business Manager and is responsible for supporting them in coordinating InformationGovernance across the practice, managing Subject Access Requests, coordinatingIT equipment, working closely with our technical support and other systemsuppliers.
Accountabilities
Coordinator for Information Governance (IG)across the practice, updating policies, training documents, supporting auditsand involved with data security, confidentiality and compliance requirements.
Manage Subject Access Requests (SARs), supportthe business manager in dealing with data breaches and information governanceincidents, coordinating investigations, responses, records and escalation whererequired.
Support the practice manager with managing thepractice IT systems and digital infrastructure, acting as the key link withexternal IT support, NHS/Trusted Technology providers and other systemsuppliers.
Maintain asset and equipment registers,including hardware, software, devices, licences and associated records, andoversee telephony and communication systems, coordinating faults, upgrades andsupplier support.
Job responsibilities
Information Governance
Assistingthe Business Manager with Information Governance duties
Supportthe Business Manager with any data breaches, coordinating investigations etc
Assistingthe Patient Experience Manager when dealing with any complaints involvingpatient data or confidentiality
Loggingand investigating any IG issues
Supportingwith audits, in particular the Data Toolkit
DevelopSOPs relating to IG and Data Security
CompleteIG checks across the practice
Subject Access Requests
Manageall Subject Access Requests, from receipt, administration, coordinating the reportsand delivery
Maintaina log of all SARs
IT Systems
Supportingstaff with routine IT queries and escalating issues where necessary.
Updatingand maintaining the practice asset register.
Monitoringstocks of IT consumables, including toners and drums, and reporting low stocklevels.
Undertakingroutine checks to ensure clinical rooms have the required IT equipment andreporting any faults or shortages.
Assistingwith the deployment and setup of IT equipment, including PCs, laptops, phones,and printers.
Encourageteam working and development
Ensuregood staff communications
MaintainingPAT testing records and assisting with the scheduling of annual testing.
Assistingwith the organisation of maintenance visits and contractor access.
Train and support staff in safeand effective use of the clinical systems.
Confidentiality
Ensureand promote confidentiality throughout all aspects of your duties.
In thecourse of seeking treatment, patients entrust us with, or allow us to gather,sensitive information in relation to their health and other matters. They do soin confidence and have the right to expect that staff will respect theirprivacy and act appropriately.
In theperformance of the duties outlined in this Job Description, the post-holder mayhave access to confidential information relating to patients and their carers,Practice staff and other healthcare workers. They may also have access toinformation relating to the Practice as a business organisation. All suchinformation from any source is to be regarded as strictly confidential.
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.
Equalityand Diversity
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
- Actingin a way that recognizes the importance of peoples rights, interpreting themin a way that is consistent with Practice procedures and policies, and currentlegislation.
- Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Personal/ProfessionalDevelopment
Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:
Participationin an annual individual performance review, including taking responsibility for
maintaininga record of own personal and/or professional development.
Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Person Specification
Qualifications
Essential
- Understanding of confidentiality and data protection, especially in line with NHS data governance requirements
- Good organisational skills with the ability to prioritise workload and meet deadlines
- Working knowledge of NHS related Management Information Systems (i.e. SystemOne)
- Effective communication skills, able to respond to queries from staff, suppliers, and external organisations
- Ability to work independently and as part of a team in a busy environment
- Strong IT skills, including proficiency in Microsoft Excel and Microsoft Office
- High level of accuracy and attention to detail, particularly when handling patient data
- Relevant experience in an Information Governance, Systems and/or administrative role, ideally within a healthcare, NHS, or GP practice setting
- GCSE grade A to C in English and Maths or equivalent
Desirable
- Understanding of primary care funding and GMS contract
Person Specification
Qualifications
Essential
- Understanding of confidentiality and data protection, especially in line with NHS data governance requirements
- Good organisational skills with the ability to prioritise workload and meet deadlines
- Working knowledge of NHS related Management Information Systems (i.e. SystemOne)
- Effective communication skills, able to respond to queries from staff, suppliers, and external organisations
- Ability to work independently and as part of a team in a busy environment
- Strong IT skills, including proficiency in Microsoft Excel and Microsoft Office
- High level of accuracy and attention to detail, particularly when handling patient data
- Relevant experience in an Information Governance, Systems and/or administrative role, ideally within a healthcare, NHS, or GP practice setting
- GCSE grade A to C in English and Maths or equivalent
Desirable
- Understanding of primary care funding and GMS contract
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Trafalgar Medical Group Practice
Address
25 Osborne Road
Southsea
Portsmouth
Hampshire
PO5 3ND
United Kingdom
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