Information Governance Officer

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Purpose of the Post

To provide effective administrative support to the Information Governance Manager/Data Protection Officer, delivering an efficient service within statutory timescales and in line with current legislation.

To be the first point of contact for all enquiries related to the Data Protection Act and Freedom of Information Act from members of the public, patients, stakeholders, public bodies and staff.

To act as Line Manager to the Grade III Clerical Officer in the Information Governance Department.

General Responsibilities and Duties

• Provide effective administrative support to the Information Governance Manager/Data Protection Officer using initiative and judgement, seeking advice when necessary.

• Act as the point of contact for all queries related to information governance, GDPR and FOI.

• Receive, review and log FOI requests onto the Hospital FOI database.

• Liaise with the DPO regarding all GDPR requests and assist with queries as directed.

• Initiate responses in line with Hospital procedures and maintain accurate, up to date records on Hospital systems.

• Coordinate responses with private enquirers, Gardai, Coroners, solicitors, representatives of other Public Bodies, media, patients and/or their representatives within statutory timelines.

• Collate and record information related to governance requests prior to analysis and reporting.

• Escalate problems, delays or queries to the line manager to ensure a hospital response.

• Assist in completing statutory returns as required.

• Support audit and data collection for Data Security and Protection compliance.

• Monitor IG Incidents and risks reported on NIMS and contribute to RCAs and investigations as appropriate.

• Assist with data mapping activities to identify and risk assess information flows across the Hospital.

• Contribute to and lead, where appropriate, projects relating to Data Protection work plans.

• Progress and update requirements relating to Hospital Data Protection work plans.

• Contribute to development and implementation of Data Protection Policies.

• Contribute to delivery of Data Protection Training programmes and provide cover during absences or high workload periods.

• Provide high quality, confidential and professional data storage, retrieval and analysis for the Information Governance Manager, prioritising tasks appropriately and using judgement and sensitivity.

• Act as primary telephone contact for enquiries relating to information governance and progress responses as appropriate.

• Arrange meetings on behalf of the Information Governance Manager with enquirers and/or their representatives.

• Arrange meetings with staff to collect data required to respond to enquiries.

• Review evidence and analyse content to respond to complex queries, using judgement as required.

• Maintain a register of governance enquiries and contacts, update the database and compile activity reports and analysis, ensuring high and accurate data quality for committees and reporting.

• Respond to emails, calls and written correspondence, process information requests and carry out duties as directed by the Information Governance Manager.

• Maintain, store and dispose of records in line with statutory requirements of General Data Protection Regulations, the Children’s Act, the Freedom of Information Act and HSE Records Management.

• Adhere to departmental policies and propose updates in line with new legislation and national guidelines.

• Provide training on Corporate Induction programmes for new recruits regarding Information Governance, Confidentiality, Data Protection, Freedom of Information and Records Management.

• Take minutes for the Information Governance Committee as required.

• Promote effective team working within the department.

• Line manage junior staff.

• Maintain effective relationships with staff and external organisations, representing the Hospital professionally.

• Work under the direction of the Information Governance Manager to support development, monitoring and evaluation of relevant policies and procedures.

This Job Description is not a comprehensive list of all duties. The post holder may be required to perform other duties appropriate to the role and contribute to its development. Flexibility is required in responding to emerging situations and service needs. The role is subject to review and amendment to reflect changing hospital requirements. Adaptability and continued professional development are essential.

Eligibility Criteria

Qualifications and/or Experience

Professional Qualifications and Experience

(a) Eligible applicants must, on the closing date:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body providing services on behalf of the HSE under Section 38 of the Health Act 2004.

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list in the Leaving Certificate Examination, including Mathematics and English or Irish, with at least Grade C on higher level papers in three subjects.

Or

(iii) Have completed a comparable examination in another jurisdiction.

Or

(iv) Hold a relevant third level qualification at Level 6 or higher on the National Qualifications Framework (QQI).

And essential:

(b) Minimum one year experience in an Information Governance setting, including management of Freedom of Information requests.

(c) Possess the knowledge, ability and suitability required for the proper discharge of the office.

Desirable

Qualification in GDPR principles and practices and Freedom of Information requests.

Age

The Public Service Superannuation (Age of Retirement) Act 2018 set 70 years as the compulsory retirement age for public servants. Appointees who had not reached retirement age before 26 December 2018 may choose to work up to age 70.

Public servants recruited since 1 January 2013 are members of the Single Pension Scheme with a compulsory retirement age of 70.

Health

Candidates must be fully competent and capable of undertaking the duties and be in a state of health indicating a reasonable prospect of regular and efficient service.

Character

Candidates must be of good character.

Skills, Competencies and Knowledge

Professional Knowledge and Experience

• Strong working knowledge of FOI Legislation, Data Protection Legislation and GDPR.

• Knowledge of compliance reporting to supervisory authorities and governance bodies.

• Experience developing and communicating policies, procedures and privacy controls.

• Experience handling confidential information.

• Ability to work under pressure and manage competing demands and deadlines.

• Experience working collaboratively with multiple stakeholders.

• Ability to prioritise and clearly communicate key issues.

• Strong attention to detail.

• Knowledge of implementing quality standards and guidelines.

• Experience in improvement science, change management and project management.

• Excellent MS Office skills (Word, Excel, PowerPoint).

• Experience using email systems effectively (e.g. Outlook).

Critical Analysis & Decision Making

• Strong analytical skills for interpreting and extracting data from multiple sources.

• Ability to evaluate complex information and make effective decisions.

• Strategic thinking and ability to develop practical, innovative solutions.

• Ability to anticipate issues and involve relevant parties appropriately.

Building and Maintaining Relationships

• Ability to build relationships and achieve results collaboratively.

• Ability to work independently and within a multi stakeholder team.

• Ability to lead by example and support others.

• Flexibility and adaptability in a changing environment.

• Coaching ability and effective knowledge transfer.

• Ability to lead and manage change.

Operational Excellence – Managing & Delivering Results

• Strong organisational and planning skills.

• Ability to manage multiple projects concurrently and meet strict deadlines.

• Ability to adapt work practices to implement change effectively.

• Effective use of resources and process improvement focus.

Communication & Interpersonal Skills

• Strong presentation skills, delivering complex information clearly and confidently.

• Excellent written communication and report writing skills.

• Strong interpersonal skills with diverse stakeholders.

Commitment to Quality

• Demonstrated commitment to improving service and patient outcomes.

• Experience identifying and implementing quality improvements.

Other Requirements

• Flexibility to respond to changing organisational needs.

• Commitment to continuing professional development.

Competition Specific Selection Process

A ranking and/or shortlisting exercise may be conducted based on information provided in your application. Criteria are based on eligibility, skills and competencies outlined in this specification.

Failure to include relevant information may result in not progressing to the next stage.

Candidates successful at ranking (where applied) will be placed on an order of merit and called to interview in bands based on service needs.

Tenure

The appointment is whole-time, temporary and pensionable.

Whole-time is 37.5 hours per week.

A panel may be created to fill temporary whole-time vacancies during its lifetime.

Appointment is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004.

Remuneration

Salary scale (as at 01/08/2025), Grade Code (0566):

€51,718, €53,265, €54,843, €54,456, €58,078, €59,969, €61,866 LSI’s

New appointees start at the minimum point of the scale. Incremental credit may be granted for recognised relevant service in Ireland or abroad in line with Department of Health Circular 2/2011.