An exciting full-time permanent opportunity has arisen for an Archives and Records Executive within the Regional Office. The post holder will provide 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
- Managing the organisation's business archive, including organising and cataloguing material
- Reviewing and updating policies and procedures
- 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 and identifying records for preservation
- 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
All post offered are subject to two satisfactory references and an enhanced DBS disclosure check.