Job description

Job title:Freedom of Information (FOI) and Data Protection Officer

Reporting to:Records and Archives Manager

Salary band:Plan C2

Role purpose

The post holder will be responsible for respondingto subject access requests made under the Data Protection Act 1998 andinformation requests under the Freedom of Information Act. The post-holder will also provide advice, guidance, and interpretation on matters relating to basic information compliance enquiries.

Key accountabilities

  • Manage the responses to information requests under the Freedom of Information Act (FoIA) and Data Protection Act (DPA) by collating information and preparing responses within the statutory deadlines.
  • Provide accurate, concise and timely advice on FOIA and DPA to NMC staff and external enquirers via the telephone, letter, email and face to face.
  • Log all newly received Data Protection and Freedom of Information requests and update as request progresses.
  • Respond to requests for disclosure of information from police authorities (under Section 29(3) and 35 of the DPA) and in line with the internal disclosure policies.
  • Analyse information requested under the FOIA and DPA and review in detail to identify information which is exempt or requires redactions under the legislation.
  • Assist with appeals relating to information requests under the NMC’s internal review procedure, ensuring the response to the appeal is routed to the appropriate staff for consideration and complies with the legislation requirements.
  • Ensure that all responses, actions and advice in dealing with Freedom of Information, Data Protection requests and requests for disclosure of information are saved on the corporate electronic document and records management system (TRIM).
  • Communicate effectively and in a professional manner with the Information Commissioner’s Office and other regulatory bodies when responding to enquiries from the regulator or when seeking advice.
  • Work collaboratively with colleagues in other areas of the organisation,consulting effectively with staff at all levels over the disclosure of information, addressing concerns while explaining statutory requirements.
  • Liaise with colleagues in the Media team concerning high profile information requests and those received fromthe Press.
  • Produce monthly management reports in relation to information requests for senior managers.

Standard responsibilities

There are a number of standard duties and responsibilities that all employees, irrespective of their role and level of seniority within the NMC, are expected to be familiar with and adhere to:

  • To comply at all times with the requirements of Health and Safety Regulations to ensure their own wellbeing and that of their colleagues.
  • To promote and comply with NMC policies on diversity and equality both in the delivery of services and treatment of others.
  • To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
  • To comply with NMC protocols on the appropriate use of telephone, email and internet facilities and information security.
  • To comply with the principles of risk management in relation to individual and corporate responsibilities
  • To comply with NMC policies and procedures as compiled on the organisation’s intranet.

This job description is not exhaustive and as such, the post-holder will be expected to be flexible, and any changes will only be made following a discussion with the post-holder.

Person Specification

Job title:Freedom of Information (FOI) and Data Protection Officer

Qualifications and experience

  • Educated to degree level or equivalent.
  • Proven experience of Foi/DPA/information management
  • Experience of using and administering an electronic records management
  • Proven experience of working in a customer service environment and handling difficult people or situations.

Knowledge, skills and abilities

  • Good, up to date knowledge and understanding of Freedom of Information & Data Protection legislation and the General Data Protection Regulation (GDPR)
  • Good written and oral communication skills and ability to communicate complex information in an accessible way.
  • Ability to plan and organise workload, manage own time effectively, and meet tight deadlines.
  • Strong team-working skills and ability to support others.
  • Demonstrable ability to ensuring quality and accuracy of work.
  • Strong ICT skills, including MS Office products (including MS Excel).
  • Ability to research, analyse and collate information, including the ability to interpret and compile statistics.

Personal qualities

  • Reliable, creative and self-motivated, and proactive in suggesting new and more efficient ways of working
  • Resilient and able to work calmly and objectively under pressure
  • Ability to work sensitively with confidential information
  • A self-starter who is able to work with minimum supervision
  • Committed to own training and development
  • A commitment to and understanding of the importance of equality and diversity within the environment that the NMC operates
  • Good team player

BD&TS DirectorateMay 2016 Page 1 of 3