Records Manager, Council of Social Witness

Job Title: Records Manager Council: Social Witness Salary Scale: CSW Managers scale 1 (£39,662- £45,132 per annum) Responsible to: The Secretary of the Council for Social Witness Main function of job: The Records Manager will manage the Council for Social Witnesss (CSW) information holdings, both in paper and electronic formats. They will manage CSWs information responsibilities within current and future legislation and ensure that CSWs information management approach is based upon a robust policy and procedural basis. The Records Manager will work as a part of the CSW Executive Team and will ensure that good information governance is taken into account in all aspects of CSW decision-making. The Records Manager will work closely with the Data Controller of the Presbyterian Church in Ireland (PCI). As a data protection specialist the Records Manager will be required to manage and advise on all Regulations and legislation impacting CSWs handling of information, including managing and following up on data access requests, data breaches and oversight of business proposals, where relevant. Responsibilities and Duties Responsibilities: Develop and refine existing records management policies and procedures to ensure that they reflect the requirements of the Data Protection Act 2018, the UK General Data Protection Regulation, Good Management, Good Records guidance and other relevant policies and legislation Implement a monitoring and review programme to ensure that records management policies and procedures remain relevant and up to date Review current records management for physical records and implement service specific plans in accordance with good records management practice Develop and implement a Retention and Disposal Schedule for CSW that applies to all sites where CSW provides care, and all relevant locations where safeguarding related records are maintained Develop and implement systems to establish audit arrangements for records management Liaise closely with the PCI IT Team to establish a practical and user-friendly solution for the future management of CSWs electronic records. Develop and implement records management training for administrative, management and care staff including initial training sessions for all staff in records management and regular follow up sessions to ensure staff remain aware of, and up-to date with, developments Work with operational colleagues to develop related internal information policies and procedures and to develop recordkeeping support and guidance mechanisms for all CSW staff involved in creating records Working with PCIs Data Controller, manage the Data Security Breach Reporting process, including logging, analysing and reporting to the Information Commissioner as necessary. Provide leadership in relation to Data Subject Rights requests, Data Protection Impact Assessments and provide guidance on data protection related complaints. Prepare reports on regulatory compliance function to Executive Team and Council for Social Witness. Assist in the delivery of on-going GDPR/Protection awareness, the development of bulletins to issue to all staff Lead on staff training and development of learning packages to support records management practice across CSW services and functions Other relevant ad-hoc activities to support compliance in records management. Prepared to offer on site practical support at a range of locations General To contribute through the relevant committees to the overall work of the Council for Social Witness and to provide similar support to other Councils and Committees as required To assist with the promotion of the Council for Social Witness as required To contribute to the overall organisational effectiveness and to perform any other duties as deemed appropriate by the Secretary of the Council for Social Witness in line with the requirements of the General Assembly or the Clerk of the General Assembly CRITERIA Qualifications and Knowledge Essential a) A professional social work qualification OR A first level registered nurse OR allied health professional * b) AND HAVE a minimum of 4 years work experience in a health and social care setting working with regulated services. At least two years of this experience must be in a relevant operational management capacity ** in a health and social care setting OR one of the following qualifications: c) QCF/ Level 5 Diploma Leadership and Management in Health and Social Care (Adult Residential Management) Northern Ireland and Wales d) Level 5 Diploma in Leadership and Management in Health and Social Care Northern Ireland (Adult Residential Management) e) QCF/ Level 5 Diploma Leadership and Management in Health and Social Care (Adult Management) Northern Ireland and Wales f) Level 5 Diploma in Leadership and Management in Health and Social Care Northern Ireland (Adult Management) AND HAVE g) a minimum of five years practice experience in a health and social care setting working with regulated services, which must include at least two years relevant experience in an operational management ** capacity in a health and social care setting *art therapists, dieticians, occupational therapists, orthoptists, orthotists, physiotherapist, podiatrists, prosthetists, radiographers, or speech and language therapists **relevant management experience may include a management post in health and social care team/service, staff management, service supervision, caseload management, care management h) Good understanding of relevant legislation and guidance including the Data Protection Act 2018, the UK General Data Protection Regulation, Good Management, Good Records guidance Desirable Relevant Data Protection qualification e.g. CDPO , CIPP/E Level 5 CIPD qualification with a focus on learning and development Experience and skills Essential Good communications skills and the ability to deal with management at all levels. Have at least 2 years' experience in a role where Data Protection Compliance has been necessary; experience in data breach management and data protection impact assessments Analytical skills 5 years experience of evaluating information and providing clear interpretation to team members and management 5 years experience in developing and delivering training to staff 5 years experience of work that includes records management is essential 5 years experience of working with structured filing systems Excellent written communication skills Ability to organise own time effectively, plan and prioritise and work to strict deadlines and targets Highly competent user of MS Office tools Desirable Ability to organise own time effectively, plan and prioritise and work to strict deadlines and targets 3 years experience working within health and social care sector Collaboration or business partnering skills/Stakeholder management skills Special Circumstances The postholder must be prepared to work within, and conduct themselves in accordance with, the Christian ethos of PCI Skills: Records Manager Regulations Legislation Information handling Data Access requests Data breaches Business Proposals