DATA PROTECTION
Job Title and Grade Grade V Staff Officer
Location of Post St John’s Road West ,Dublin 8. This post will be based onsite.
Principal Duties and Responsibilities
The position of Grade V encompasses both managerial and administrative responsibilities which include the following:
General
• Supporting and coordinating the full life cycle of Data Subject Access Requests (DSARS) for the service
• Work towards full compliance in line with HSE data protection policy and GDPR legislation in the management of all DSAR requests
• Understanding, adhering to, and following all processes relating to redacted document data requests as outlined in the Data Protection Act.
• Managing complex data protection queries and complaints
• Manage client expectations and liaise with third parties as appropriate
• Manage and maintain a DSAR log
• Produce reports and data updates on the work of the DSAR’s team.
• Keep up to date with changes in data protection legislation and regulations
• Actively contribute to building the overall knowledge base of the team
• Support the development of services internal processes to streamline service delivery
• Ensure that the Identify and Verification and other offline processes are followed by the team, meeting security and privacy requirements per Standard Operating Procedures
• Support call centre script development and prepare training material for new team members
• Develop, test, and implement SOPs to prepare team for project rollout.
• Design DSAR decision letters tailored to project.
• Understand and assist in GDPR related work streams in the DPO Office including Data Protection Impact Assessments (DPIAs), Data Breaches and Records of Processing Activities (ROPAs).
Administration
• Implement service plan and business plan objectives within area of responsibility
• Ensure the efficient management and administration of area of responsibility
• Execute assignments in accordance with agreed plans, budgets and deadlines
• Ensure deadlines are met and that service levels are maintained
• Ensure the efficient management and administration of area of responsibility
• Inform management of ideas / solutions to maximise effective use of resources / improve service delivery
• Advise, promote and participate in the implementation of innovations in service delivery
• Build and maintain relationships with key stakeholders to gather support for new initiatives
• Make decisions and solve problems in a timely manner and inform others of decisions that have implications for them, making sure team knows how to action them
• Ensure line management is kept informed of issues arising
• Provide administrative support for meetings and attend as required
• Maximise the use of technology to advance the quality and efficiency of service provision
• Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority
Customer Service
• Promote and maintain a customer focused environment by ensuring service users are treated with dignity and respect
• Seek feedback from service users / customers to evaluate service and implement change
• Deal with escalated service user issues and queries as appropriate, providing them with expert knowledge and resolutions in a timely manner
Human Resources / Supervision of Staff
• Supervise and enable other team members to carry out their responsibilities, ensuring appropriate delegation of responsibility and authority
• Manage the performance of staff, dealing with underperformance in a timely and constructive manner
• Ensure an even distribution of workload amongst the team, taking into account absence due to annual leave, sick leave etc.
• Supervise and ensure the wellbeing of staff within own remit
• Conduct regular staff meetings to keep staff informed and to hear views
• Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships with other teams and disciplines
• Identify and agree training and development needs of team and design plan to meet needs
• Pursue and promote continuous professional development in order to develop leadership and management expertise and professional knowledge
Service Delivery and Service Improvement
• Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area of work
• Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes
• Encourage and support staff through change processes
• Ensure accurate attention to detail in own work and work of team
• Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise
Standards, Regulations, Policies, Procedures & Legislation
• Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility
• Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure standards are met by own team
• Maintain own knowledge of relevant regulations and legislation e.g. HSE Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, GDPR
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.
SHOULD THE ROLE BE OF INTEREST TO YOU PLEASE SUMIT YOUR CV TO THE ROLE
