Information Compliance Officer

SALARY SCALE: €61,642 to €87,643 p.a.

JOB DESCRIPTION

JOB SYNOPSIS:

Reporting to the Head of Information Compliance, the Information Compliance Officer has primary responsibility for ensuring compliance with a range of information compliance legislation including, in particular, the Freedom of Information Act, 2014, Access to Information on the Environment Regulations and the Ombudsman Acts. The Information Compliance Officer will also have responsibility for promoting good records management practice and compliance with the Records Management Policy.

JOB PURPOSE:

Reporting to the Head of Information Compliance, the Information Compliance Officer is responsible for the development and implementation of policy, procedures and processes to enable University-wide compliance with a range of legislation including: the Freedom of Information Act, 2014, Access to Information on the Environment Regulations, 2007-2018 and the Ombudsman Acts, 1980-2012. The Information & Compliance Officer will also support the Head of Information Compliance/Data Protection Officer in relation to compliance with the General Data Protection Regulation (“GDPR”) and will have particular responsibility for the promotion of good records management practices throughout the University.  

As part of this role, the Information Compliance Officer engages proactively and effectively with senior level stakeholders and influences information compliance strategy and culture.

Key Accountabilities

• Manage all aspects of the University’s FOI/AIE processes to ensure compliance with Freedom of Information legislation and Access to Information on the Environment Regulations. 
• Proactively engage with all functional areas to promote good practice and ensure compliance with records management obligations including the Records Management Policy. 
• Records management – Develop and promote necessary guidance materials, advice and training to enable compliance 
• Develop and maintain the UL Records Classification & Retention Schedule. 
• Manage the Ombudsman complaints process including leading the development of university reports and submissions. Advise and lead functional areas on this process, including the conducting of searches for and collation of information and records.  

• Collaborate with relevant managers to ensure the University’s Ombudsman/Ombudsman for Children obligations are met. 

• Deliver authoritative expert advice and guidance on a university-wide basis on legislative information compliance obligations (listed above)

• Develop and implement policy and procedures and other guidance materials on legislative information compliance obligations as set out above.  Implement structures and processes that reflect best practice in these areas. 

• Create and deliver University-wide training programmes and regular training sessions for staff on Records Management, FOI, and other legislative obligations.
• Support the Head of Information Compliance/Data Protection Officer on processes to ensure compliance with data protection legislation, including GDPR, where required. 

CONTEXT:

Key Working Relationships & Contacts

Head of Information Compliance

• Update and advise on live compliance and strategy issues and actions, and report on outcomes for various compliance matters. 

• Action delegated responsibilities assigned by the Head of Information Compliance and provide regular reports on progress/completion of same.

• Communications on updates/changes to legislation etc. 

Senior Management/Executive & Staff across all University Areas

• Provide expert direction and guidance on compliance matters. 

• Authoritative advice on compliance requirements. 

• Targeted training to heighten staff awareness.

• Proactive engagement to ensure timely responses to requests and appeals, complaints and other legislative requests.
• Engage to ensure consistency of corporate message in university advice and approach. 
• Engagement with a range of external stakeholders and regulatory bodies. Representing the University in a professional manner, engages on reviews, appeals, complaints, legislative developments and operational matters.

UL FOI Decision Makers and Internal Reviewers

• FOI induction/training, provision of updates on case law and advice on FOI requests on a case-by-case basis.   

• Provision of expert and up-to-date advice on the application of FOI exemptions, and engagement to ensure progression of live requests in a timely manner. 

• Timely engagement with requesters/complainants representing a wide demographic (internal and external) 

Corporate Secretary’s Office (CSO) Team

• Work closely with CSO colleagues as part of a seamless team environment to: 
• Ensure consistency of corporate message in university policies and compliance matters
• Interpret and share awareness of new and revised legislation/regulations
• Monitor and manage information compliance risks 

• Represent the University on relevant external working groups including the FOI Officer/Information Compliance University Sectoral Group.

Working Environment/Special Circumstances

• Monitors developments in information compliance legislation and adapts to changing obligations within the role as required.  

• Manages and responds to competing priorities against immoveable deadlines. 

• Focuses efforts to successfully meet deadlines - effective problem-solving skills are essential. 

• Engages with a diverse network of internal and external customers. 

• Ensures proactive collaboration and engagement.  

• Maintains a high level of confidentiality and discretion. 

• Deals with conflict and challenging situations. 

• Ability to progress matters to conclusion in pressurised situations. 

Job Boundaries

• Develops and implements policy, procedures and processes to enable University-wide compliance with relevant legislation. 

• Provides expert advice and guidance on a corporate-wide basis on legislative information compliance obligations. 

• Collaborates with management and staff across the University’s organisational structure and with external stakeholders. 

• Initiates engagement with management and staff to address information compliance matters and to enable staff to be equipped to ensure compliance within their areas. 

• Responsibility for the provision of sound legislative information compliance advice, based on evidence and a well-reasoned rationale, for the benefit of the University as a whole. 

• Identifies, prioritises and implements actions required to meet the University’s legislative deadlines. 

• Represents the University at a sectoral level in the area of information compliance.

DIMENSIONS:

Staff

• Provides support to Decision Makers, Reviewers and Senior Management on the application of relevant legislation. 

• Engages proactively with management and staff on a campus-wide basis as part of day-to-day delivery of information compliance functions, including the provision of legislative compliance advice and training.  

• Engages to ensure university-wide compliance with legislative obligations as well as with requests/appeals/complaints etc.  

Customer

• Communicates and engages with a diverse range of customers and stakeholders, both internal and external to the University, including but not limited to staff at all levels of seniority, students, graduates, journalists, private citizens, regulatory bodies, representatives from other 3rd level institutions etc.  

Operational/Administration

• Responsible for day-to-day management of information compliance processes - manages multiple activities and processes to ensure university legislative deadlines and goals are met - identifies, prioritises and meets compliance goals and objectives. 

• Responsible for development and delivery of training and guidance resources which heighten staff awareness and enable University compliance. 

• Develops and implements policy, procedures and processes to enable University-wide compliance with relevant legislation.  

• Provides expert practical guidance and advice on legislative compliance matters on a corporate-wide basis. 

• Works in a flexible, practical and innovative manner. Engages with senior level stakeholders to influence information compliance strategy and culture at a senior level. 

• Excellent communication, organisational, presentation and liaison skills. 

KNOWLEDGE, FUNCTIONAL SKILLS, EXPERIENCE & QUALIFICATIONS;

Knowledge

• Possess expert knowledge of information compliance legislation and practices, including an excellent working knowledge of relevant legislation commensurate with the complexity and scale of a third level HEI - ESSENTIAL

• Possess sufficient technology awareness to engage effectively with the University’s IT Division on matters pertaining to the University’s IT infrastructure and electronic records management & handling, records security etc - ESSENTIAL

• Professional certification in FOI/other information compliance legislative area - DESIRABLE

• Possess a good knowledge of the University / Higher Education Sector in Ireland - ESSENTIAL

Functional/Work-based Skills

• Excellent interpersonal and communications skills - must be able to motivate and engage with internal staff at all levels of seniority and engage with external stakeholders and customers - ESSENTIAL

• Exercise good judgement, diplomacy and discretion - ESSENTIAL

• Meticulous attention to detail - ESSENTIAL

• Excellent analytical skills, with the ability to collate and examine information from a range of sources and assimilate details on data, processes and situations - ESSENTIAL

• Excellent planning abilities and the ability to identify gaps, amend and organise workflows against tight timescales and progress and prioritise multiple tasks to meet legislative deadlines - ESSENTIAL

• Excellent reporting skills, both written and oral; ability to prepare reports, submissions and correspondence and respond to enquiries and requests for information clearly, accurately and professionally - ESSENTIAL

• Ability to develop and deliver effective training, presentations and tailored guidance materials - ESSENTIAL

Experience

• Must have a minimum of 5 years’ experience post relevant qualification, working in an environment that would lead to required expert knowledge - ESSENTIAL
• Must have working experience of information compliance or other regulatory compliance legislation/requirements - ESSENTIAL

• Must possess demonstrated management experience including project management - ESSENTIAL

• Must possess demonstrated policy development and implementation expertise - ESSENTIAL

• Experience working in a large, complex organisation including experience of interacting with all levels of management within that organisation - ESSENTIAL

Qualifications

Third Level qualification (Level 8NFQ or above) - ESSENTIAL