Dear List Members,

Just a little reminder that the closing date for this vacancy is next Tuesday 31st.

You can apply direct via this link: https://careers.nazarethcare.uk.com/vacancies/725/archives-and-records-executive.html .

If you have any questions about the role, I would be very happy to answer them via email at: [log in to unmask]

With best wishes,

Katherine


An exciting full-time permanent opportunity has arisen for an Archives and Records Executive within the Regional Office at Nazareth Care Charitable Trust (NCCT) - https://www.sistersofnazareth.com/who-we-are/. 

The post holder will act as Data Protection Officer for the trust and lead on records management and archiving functions within the organisation. 

To be successful in this role, applicants will need significant records management experience, particularly in the processing of sensitive personal data, such as medical records.

Previous experience as a Data Protection Officer and a professional qualification in archives and records management would be an advantage.  

Salary range: £30,000-£32,000

Location: Finchley, North London

Please see the job description below for further details. This post is subject to 2 satisfactory references and an enhanced DBS disclosure. 


JOB PROFILE
Acting as Data Protection Officer for NCCT, providing effective records management and archiving support to the Regional Office, and overseeing the bulk transfer of records from NCCT care homes and the centralisation of the records management function to the Regional Office. 

RESPONSIBILITIES
•	Being the first point of contact for the organisation in relation to information compliance, including corresponding with the Information Commissioner’s Office (ICO) regarding any registration queries, complaints relating to data handling, and reportable data breaches
•	Acknowledging and responding to subject access requests received under the General Data Protection Regulation (GDPR), requests for care records from legal representatives under the Access to Health Records Act (AHRA), and all other enquiries relating to information access
•	Liaising with care homes to ensure that all relevant personal data pertaining to information requests has been retrieved and collated
•	Redacting third party personal data in line with the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA)
•	Maintaining a subject access request & data sharing log, and a data breach log
•	Updating the NHS Data Security & Protection Toolkit (DSPT) on an annual basis
•	Facilitating the transfer of records from care homes to the Regional Office, including sorting and naming files, and maintaining file lists relating to each home
•	Marking the disposition of files in accordance with the records retention schedule
•	Organising the collection of semi-current and permanent records for scanning into our electronic document management system, Laserfiche, by our scanning company 
•	Organising the collection of records past their retention date for secure destruction by our scanning company, being especially diligent with files containing sensitive personal data, ie. resident medical records
•	Maintaining a destruction log and establishing that the required metadata for all destroyed records is retained
•	Supporting colleagues with any problems relating to archiving, records management or information compliance 
•	Carrying out all tasks in accordance with policies and procedures and with particular reference to information law, such as the General Data Protection Regulation 2018, the Data Protection Act 2018, and the Access to Health Records Act 1990 

GENERAL DUTIES  
•	Ensuring that NCCT policies and procedures are followed at all times
•	Observing and promoting NCCT’s Safeguarding Vulnerable People’s Policy and following local Social Service guidelines in relation to reporting alleged or actual incidents 
•	Following appropriate procedures in the event of accidents / emergencies eg. fire, missing residents etc. 
•	Ensuring that the Regional Office is secure at all times whilst on duty 
•	Reporting and advising the relevant persons with respect to the repairs and maintenance of the premises 

GENERAL REQUIREMENTS
•	To be flexible about working hours  
•	To be approachable and supportive to staff and managers  
•	To attend appropriate training and development sessions as agreed with the Manager  
•	To maintain confidentiality at all times  
•	To carry out any reasonable duties as requested by the Manager 
•	To be aware of and comply with safe working practices as laid down by the Health and Safety at Work Act
•	To uphold and promote equal opportunities in employment practice and service delivery

SKILLS AND EXPERIENCE
This job involves leading on information compliance issues on behalf of the organisation, dealing with large volumes of sensitive records, regular lifting of boxes, frequent creation and use of spreadsheets, and contact with internal and external colleagues at all levels. Therefore, the role requires:
•	Previous responsibilities as a Data Protection Officer or equivalent experience dealing with the processing of personal data
•	Demonstrable knowledge of records management regulations, best practice and procedures
•	Good manual handling skills and the ability to lift boxes on a daily basis
•	Excellent attention to detail and the aptitude to concentrate on repetitive tasks
•	Proficiency in IT applications, especially Microsoft Excel
•	Clear verbal communication skills and accurate written communication

COMPETENCE AND PROFESSIONAL DEVELOPMENT
This role requires the following competence and commitment to continuing professional development:
•	A qualification in archives and records management or an interest in developing a career in this field
•	Participating in annual appraisal and personal development planning and six-monthly review
•	Undertaking training and development as agreed with the Manager at appraisal and six-monthly review 

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