UHWM FOI / GDPR

**********PLEASE COMPLETE THE APPLICATION FORM FULLY, CV'S ARE NOT ACCEPTED********

Principal Duties and Responsibilities

• To deliver the Hospital’s functions in processing Freedom of Information (FOI) and Data Protection Act (DPA)/Subject Access Requests (SARs) and to support the FOI Decision Maker. This involves liaising with relevant colleagues and third party organisations as appropriate, communicating with requestors and ensuring coordinated responses in a timely, specific and confidential manner.
• Liaise with regional and national FOI and GDPR supports and build and maintain links within SSWHG/Consumer Affairs/DDPO/OIC.
• To give general advice to the public and staff on how to apply for information using FOI Act 2014, and Subject Access Requests under Data Protection Act 2018.
• Ensure that all applications are acknowledged within legislative timeframes.
• To conduct internal research to locate all paper and electronic records held that relate to particular requests and track records as appropriate.
• Review and assess information to ensure accurate and legally compliant decisions are made regarding the disclosure or non-disclosure of information in conjunction with expert advice.
• Be responsible for accurate photocopying and checking records, which come under the scope of the request.
• Compile schedules of records.
• Forward final decision to the requester within statutory or agreed timeframes.
• Ensure that all requests, follow up and correspondence are entered on the
• Department Database.
• Evidence and document decisions and the use of exemptions to withhold information where that is the appropriate course of action and management of Right to Rectification Erasure requests.
• Assist and coordinate FOI internal reviews by preparing case files, supporting internal reviewers and preparing correspondence when required.
• Contribute to the development and updating of departmental policies, procedures, and Standard Operating Procedures, to include recent court rulings from the Office of the Information Commissioner and ensuring adherence with all legislative and regulatory obligations.
• Monitor all deadlines, including requests, appeals, reviews and advise/assist Decision Maker.
• Prepare reports as required, for UHW and/or Consumer Affairs, as appropriate/required.
• To contribute to the day-to-day activities of the department and to accommodate the duties of this role which may be subject to change in line with the requirements of the services.
• Complete any training as relevant to the role, to include, but not limited to :

o Introduction to FOI

o FOI Expert Personal (Deceased & Children's records)

o General Data Protection Regulations (GDPR) Training

o Subject Access Request (SAR) Training

• Keep up to date with ICT requirements of the role.

ACCESS REQUESTS

GDPR

• Process SARs in compliance with legislation
• Develop and implement the UHW’s Data Protection Policy.
• Assist in the development, production, planning of training of staff on the provisions of the Data Protection Act
• Act as a point of contact, providing advice and assistance to applicants re the requirements of the legislation.
• Maintain an accurate and up to date register of requests including details of any disclosures, refusals, fees, advice and guidance, produce regular reports, monitor, and track the progress of requests.
• Monitor, analyse and report on the Hospital’s compliance.
• Record all data breaches on the Data Base.

FOI

• Process requests regarding Freedom of Information Act in compliance with legislation and policy.
• Receive, record, acknowledge, and co-ordinate the response to, and collation of information required, to answer the information request within the boundaries of the FOI Act.
• Maintain accurate database including details of any disclosures, refusals, fees, advice and guidance, produce regular reports, monitor, and track the progress of requests.
• Assist in the development, production, planning of training appropriate to the FOI area.
• Act as a point of contact, providing advice and assistance to applicants re the requirements of the Act.
• Monitor, analyse and report on the Hospital’s FOI compliance

The above Job Description 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.