Job description
Overview:
Post Title:
Post Status:
Salary:
Hours of work:
Closing Date:
The Department has a number of core functions with four sub-sections namely, Freedom of Information/ Data Access / Death Certificate & Legal Services. This role will provide a variety of administrative functions and will assist in the facilitation of effective administration of Beaumont Hospital’ obligations under the General Data Protection Regulation and the Data Protection Act 2018, and Freedom of Information Legislation.
Responsibilities:
Selection Criteria:
Applications will be assessed on the basis of how well candidates satisfy these criteria.
Further Information for Candidates:
Supplementary information:
Informal Enquiries ONLY to:
Post Title:
Freedom Of Information Department Administrator
Post Status:
Permanent
Department:
QPS Directorate / FOI Department
Location:
Beaumont Hospital, Dublin 9
Reports to:
Head of Freedom of Information
Salary:
Appointment will be made on Grade IV (€29,542- €44,570 (1st LSI €46,001 2nd LSI €47,438)) at a point in line with Government pay policy.
Hours of work:
Part –time 0.62WTE (21.45 hours per week)
Closing Date:
12pm on Friday, 30th September
Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.
Position Summary:
The Department has a number of core functions with four sub-sections namely, Freedom of Information/ Data Access / Death Certificate & Legal Services. This role will provide a variety of administrative functions and will assist in the facilitation of effective administration of Beaumont Hospital’ obligations under the General Data Protection Regulation and the Data Protection Act 2018, and Freedom of Information Legislation.
Provides clerical support and to process requests and queries from internal and external bodies. This person will be working closely with the department head and the team manager on corporate requests and a high level of confidentiality and attention to detail is a must for this role. The administration officer will assist in the timely management of all subject access requests, FOI requests and Death Certs and will help ensure all statutory obligations are adhered to. Monitor the smooth running of the areas assigned; liase with Manager/Head of Department, in identifying any issues, proposing solutions and implementing changes as needed to meet the demands of the Department.
- Assisting with the administration of subject access requests / FOI requests / Death Cert requests received by the hospital;
- Communicating with requesters in relation to their request;
- Dealing with FOI request and understanding the legislation governing the area.
- Responding to routine queries from the public and other hospital or health agencies;
- Utilising the tracking system ‘Respond’ for the logging of all requests and communication
- Assist with FOI & Subject Access queries
- Assist with Death Cert queries
- Ensure all charts are tracked accurately
- Dealing with email, telephone and in person queries and attending meetings
- Co-ordinating the collection, collation, and photocopying of medical records
- Ensure goals/deadlines are met on a daily
- Provides a report on activity when
- Awareness of confidentiality, Data Protection and good handling
- Follow the most up to date policies/procedures with regard to the release of records, and awareness of all SOPs/Guidelines of the Department.
- Able to work independently within scope and required
- Provision of cover across Routine Access / Freedom of Information / Death Certificate sections as required
- Performs such other duties appropriate to the post as may be assigned to him/her from time to time, including ad hoc project work.
- Recognises when matters need to be escalated and escalates same to the appropriate
Selection Criteria:
Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.
Excellent MS Office skills to include Word and Excel
Desirable:
- Understanding of the management of Freedom of Information and subject access requests by a large organisation
- Experience working with Freedom of Information and GDPR requests, both personal and corporate requests
- Experience of processing data requests and working with attention to detail and deadline driven.
- Familiarity with health care records
- Exemplary written and verbal; communication skills
- Tactful under pressure
- The ability to work both independently and as part of a team.
- Motivated and willing to learn
- A strong understanding of Data Protection legislation and Freedom of Information and it’s relevant exemptions
- Experience with electronic record management systems
- Awareness of key Data Protection issues
- Awareness of FOI protocols
- Flexibility, problem solving and initiative skills including the ability to adapt to change.
Further Information for Candidates:
Supplementary information:
The Hospital
www.beaumont.ie
Management Unit:
www.beaumont.ie/hr
Other (Please specify):
Informal Enquiries ONLY to:
Name:
Eileen Fallon
Title:
Department Manager
Email address:
eileenfallon@beaumont.ie
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