Data Protection Compliance Admin Garde V

Job Title and Grade Grade V Data Protection Compliance Admin â

Department: HSE National Data Protection Office

Taking up Appointment A start date will be indicated at job offer stage.

Location of Post: HSE National Data Protection Office, Heuston South Quarter, St Johnâs Road W, Kilmainham Dublin 8. This job will be based onsite.

Details of Service

The HSE National Data Protection Office is one of the functions within the OPI division. The Data Protection Act 2018 (Act) (No 7 of 2018) was enacted on 24 May 2018 and established the Data Protection Commission and gave further effect to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data. The Regulation is commonly known as the General Data Protection Regulation (GDPR). The holder of the post is the Designated Data Protection Officer (DPO) under legislation.

The HSE is both a Data Controller and a Data Processor under the Regulation. They will be the primary point of contact for HSE staff, service users and suppliers in relation to personal data and will take an independent view on all matters relating to data protection across the HSE.

In appointing a Data Protection Officer, the HSE must ensure that the data protection officer:

⢠Reports directly, in relation to functions under the Act to the highest level of management of the controller

⢠Does not receive any instructions regarding the exercise of such functions

⢠Involved in an appropriate and timely manner in all matters relating to the protection of personal data.

The HSE will support the Data Protection Officer in performing functions under the Act including by:

⢠Providing the resources required to perform those functions ⢠Ensuring access to processing operations carried out by the controller ⢠Assisting and maintain expert knowledge in the law and practice relating to the protection of personal data The DPO will act as the lead compliance advisor in the HSE in relation to protection and processing of personal data in order to protect the rights and freedoms of data subjects while meeting the duties and responsibilities of the data controller.

Reporting Relationship The post holder will report to appropriate designated Manager.

Key Working Relationships

The V Data Protection Compliance Admin will work closely and collaboratively with:

⢠HSE Services Nationally

⢠Members of the public and HSE staff who may contact the DPO office or Data Notification Service in relation to the May 2021 Cyber Attack and other data protection queries

⢠Other government departments and organisations who are working with the HSE on programmes of work who seek data protection advice

Purpose of the Post

The Grade V Operational Compliance and Improvement will be a key member of the DPO Team leading on assigned programmes, specifically the Data Notification Service which is dealing with responding to those individuals notified as a result of the May 2021 Cyber Attack on the HSE. The role holder will also take an active role in the implementation of Privacy Engine across the HSE and its affiliate organisations, whilst constantly seeking quality improvement across all HSE National Data Protection Office capabilities including but not limited to RoPA, DSARs and DPIA.

Principal Duties and Responsibilities

The position of Grade V encompasses administrative responsibilities which include the following:

General

⢠Supporting the full life cycle of Data Subject Access Requests (DSARS) for the Data Notification Service

⢠Work towards full compliance in line with HSE data protection policy and GDPR legislation in the management of all DSAR requests related to the May 2021 Cyber Attack

⢠Understanding, adhering to, and following all standard operating procedure relating to Data Notification Service

⢠Supporting complex data protection queries and complaints related to the May 2021 Cyber Attack

⢠Managing complex data protection queries and complaints and maintain a DSAR log

⢠Actively contribute to building the overall knowledge base of the team

⢠Support the development of services internal processes to streamline service delivery

⢠Ensure that the Identify and Verification and other offline processes are followed, meeting security and privacy requirements per Standard Operating Procedures

⢠Support call scripts development and prepare training material for new team members

⢠Maintain team Standard Operating Procedures

⢠Helping to produce reports and data updates on the work related to the Data Notification Service

⢠Support the delivery of Privacy Engine in the HSE. This service supports the management of SARs, Data Breach reporting as well as a repository for DPIAs, DSA and RoPAs

⢠Assist the DPO Office in the delivery of the Privacy Engine across the HSE including but not limited to; embedding and improving the processes and business unit understanding and engagement of Records of Processing Activities (RoPA), Data Privacy Impact Assessments (DPIAs), Data Sharing Agreements (DSAs), Breach Management, Data Subject Rights Requests e.g. SARs and Personal Data Inventory processes.

⢠Assist in GDPR related work streams in the DPO Office including but not limited to Data Subject Access Requests, Data Protection Impact Assessments (DPIAs), Data Breaches and Records of Processing Activities (ROPAs).

Administration

⢠Ensure the efficient administration of area of responsibility

⢠Execute assignments in accordance with agreed plans, budgets and deadlines

⢠Ensure deadlines are met and that service levels are maintained

⢠Prepare regular reports on the progress of work against the operational plan

⢠Provide accurate information to management in a timely manner, ensuring that administrative and financial records are readily available

⢠Inform management of ideas / solutions to maximise effective use of resources / improve service delivery

⢠Advise, promote and participate in the implementation of innovations in service delivery

⢠Participate in project working groups, represent the HSE on committees as required

⢠Build and maintain relationships with key stakeholders to gather support for new initiatives

⢠Make decisions and solve problems in a timely manner and inform others of decisions that have implications for them, making sure team knows how to action them

⢠Gather information from a variety of sources to ensure decisions are in line local and national agreements

⢠Ensure regular two-way communication happens between line management and senior management

⢠Provide administrative support for meetings and attend as required

⢠Maximise the use of technology to advance the quality and efficiency of service provision

Customer Service

⢠Promote and maintain a customer focused environment by ensuring service users are treated with dignity and respect

⢠Seek feedback from service users / colleagues to evaluate service and implement change

⢠Deal with escalated service user issues and queries as appropriate, providing them with expert knowledge and resolutions in a timely manner

Human Resources / Supervision of Staff

⢠Enable other team members to carry out their responsibilities, ensuring appropriate delegation of responsibility and authority

⢠Support an even distribution of workload amongst the team, taking into account absence due to annual leave, sick leave etc.

⢠Attend regular team meetings to keep staff informed and to share/hear views

⢠Create and promote a positive working environment among team members, which contributes to maintaining and enhancing effective working relationships with other teams and disciplines

⢠Identify and agree training and development needs and design plan to meet needs

⢠Pursue and promote continuous professional development in order to develop leadership and management expertise and professional knowledge

Service Delivery and Service Improvement

⢠Promote and participate in the implementation and management of change

⢠Proactively identify inequities / inefficiencies in service administration and implement solutions to improve service delivery, in line with legislation and benchmarking against best practice structures

⢠Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area of work

⢠Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes

⢠Ensure accurate attention to detail in own work

⢠Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise

Standards, Regulations, Policies, Procedures & Legislation

⢠Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility

⢠Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure standards are met by own team

⢠Maintain own knowledge of relevant regulations and legislation e.g. HSE Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, GDPR

⢠Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards

⢠Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

The above Job Specification 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.

Eligibility Criteria

Qualifications and/ or experience

Eligible applicants will be those who on the closing date for the competition:

(a) Have satisfactory experience in an office under the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 at a level not lower than that of Grade IV (or equivalent)

and

Have not less than two years satisfactory experience either in that office or in an office at a level not lower than that of Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Post Specific Requirements

(i) Working knowledge of the laws, regulations and the practice relating to the protection of personal data specified in Data Protection Acts and GDPR.

(ii) At least 3 yearsâ experience in a comparable role ideally within a regulatory or public sector organisation.

(iii) Depth and breadth of experience and knowledge in data protection and/or DSARs

(iv) Depth and breadth of experience of working in a management administrative role

Other requirements specific to the post ⢠Access to appropriate transport to fulfil the requirements of the role

This job specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Should the role be of interest to you please apply in with your current CV.