Education Authority Northern Ireland
Assistant Information Governance Officer
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Job Description
Responsible To:
Information Governance Officer (IGO)
Responsible For:
The post-holder is responsible for supporting the Information Governance Management Team in all aspects of the delivery of a professional Information Governance Service for EA including compliance with Freedom of Information (FOI), Data Protection (DP) Legislation and the General Data Protection Regulation (GDPR), Environmental Information Regulations (EIR), Records Management, Complaints, and Assembly Questions.
Main Duties and Responsibilities:
- Support the delivery of a professional Information Governance Service for EA and schools in the areas of Freedom of Information (FOI), Data Protection (DP) and GDPR, Records Management, Complaints, and Assembly Questions.
- Support in the continued development of a ‘data protection by design’ culture within EA and schools to include; creating a corporate memory of personal data held and its flows, providing transparency on how personal data is used, embedding data protection within business processes and change programmes, and delivering on the rights of data subjects.
- Oversee and support EA’s compliance with FOI, DP and GDPR, EIR, and Complaints including managing contact with directorates, compliance with timescales, formulating responses to information requests, and effective administration.
- Ensure that information requests and complaints are consistently processed in line with relevant legislation, EA policy, procedures, advice, and guidance.
- Provide support to staff on the interpretation and application of the EA’s Corporate Information policies including FOI, DP, GDPR, Records Management, and Complaints.
- Provide advice and support to schools on the interpretation and handling of Freedom of Information Requests, Subject Access Requests, and Records Management queries.
- Support, manage, and assist with FOI appeals, data breaches, and tribunals relating to DP, GDPR, and FOI.
- Support in the preparation of responses to Northern Ireland Public Services Ombudsman (NIPSO) or Information Commissioner’s Office (ICO) enquiries or investigations.
- Support the development and delivery of appropriate training programmes for staff, schools, and governors on Records Management, Freedom of Information, Data Protection, and Complaints.
- Advise, review, monitor, and update the operation of EA’s publication scheme.
- Review, evaluate, and report on current records management practices within EA.
- Develop effective strategies and procedures for storage of records (electronic and manual) in accordance with EA Records Management policy and Retention and Disposal Schedule.
- Liaise with the Public Record Office for Northern Ireland (PRONI), NIPSO, the Information Commissioner’s Office (ICO), and other organisations to ensure compliance with Records Management, Freedom of Information, Data Protection/GDPR, and Complaints legislation, policies, and/or procedures.
- Support the review and development of corporate information policies, procedures, and management reports.
- Deputise for IGO as required.
- Management of staff.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity, and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, click here.
Person Specification
Notes to Job Applicants:
- You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
- You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
- The stage in the process when the criteria will be measured is outlined in the table below.
- Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
- Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
- In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.
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Section 1 - Essential Criteria
The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.
| Factor | Essential Criteria | Method of Assessment |
|---|---|---|
| Qualifications/Experience | Hold an HNC/HND or above examination qualification and have a minimum of two years’ experience working in an administrative/support role within an area governed by legislation or statutory framework OR Have a minimum of five years’ experience working in an administrative/support role within an area governed by legislation or statutory framework | Shortlisting by Application Form |
| Demonstrable experience of contributing to the development of policy or procedures in the context of an area governed by legislation or statutory framework | Shortlisting by Application Form | |
| Demonstrable customer service-orientated approach in service delivery in the context of an area governed by legislation or statutory framework | Shortlisting by Application Form | |
| Demonstrable experience of working in an area governed by legislation or statutory framework where an expert knowledge of such legislation or statutory framework is required, including experience interpreting, applying, and advising internal and/or external stakeholders at a range of levels in relation to such legislation or statutory framework | Shortlisting by Application Form |
Other:
The successful candidate will be required:
- To have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion; OR
- Be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.
Shortlisting by Application Form
Section 2 - Essential Criteria
The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.
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| Factor | Essential Criteria | Method of Assessment |
|---|---|---|
| Skills/Abilities | In line with EA’s Game Changing People Model we will look for evidence of: | |
| A proven ability to successfully prioritise and deliver a busy programme of work in the context of an area governed by legislation or statutory framework | Interview | |
| A proven ability to analyse information and to apply innovation and initiative in solving problems in the context of an area governed by legislation or statutory framework | Interview | |
| A proven ability to communicate effectively and to establish and maintain productive working relationships with internal and external stakeholders at a range of levels in the context of an area governed by legislation or statutory framework | Interview | |
| Values Orientation | Evidence of how your experience and approach to work reflect EA’s ethos and values. | Interview |
Section 3 - Desirable Criteria
Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.
| Factor | Desirable Criteria | Method of Assessment |
|---|---|---|
| Experience | Demonstrable experience working in an Information Governance role.* | Shortlisting by Application Form |
*This is defined as a role in which an expert knowledge of and ability to interpret, apply, and provide complex expert advice on legislation relating to Freedom of Information and Data Protection is a major requirement.
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.
Disclosure of Criminal Background
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. In the event that you are recommended for appointment to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.
Further information can be accessed at NI Direct or the Department of Justice.
Applicant Guidance Notes
To view the applicant guidance notes, please click here. To learn about the many great benefits of joining the Education Authority, click here.
The Education Authority is an Equal Opportunities Employer.
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