Information Governance And Data Protection Officer

Purpose of Position:

To ensure NCI’s significant information governance obligations are met, within deadlines and to appropriate standards.

This role encompasses:

(a) Data Protection Officer (DPO) for NCI;

(b) Freedom of Information for NCI; and

(c) Records management processes and procedures.

Reporting to:

Reporting to the President for the Data Protection responsibilities, and to the Company Secretary for other responsibilities

Key Relationships:

• President
• Company Secretary
  
• Heads of function/Managers

Key Responsibilities:

Data Protection responsibilities:

• involvement in all issues relating to the protection of personal data within NCI;
• monitoring compliance with the General Data Protection Regulation (GDPR);
• advising NCI on carrying out data protection impact assessments (DPIAs) as required by the GDPR;
• informing and advising NCI staff who carry out data processing of their obligations under the GDPR, and delivering appropriate data protection/privacy training to staff and providing them with relevant policy and procedure updates;
• acting as the contact point for the Data Protection Commission;
• dealing with data protection breaches in accordance with GDPR;
• acting as the contact point for data subjects of NCI in relation to all issues regarding processing of their personal data and exercise of their rights under the GDPR including facilitating and managing Subject Access Requests (SARs);
• assisting with or maintaining records of processing operations under NCI’s responsibility and/or categories of processing operations carried out.

Freedom of Information responsibilities:

• monitoring compliance with the Freedom of Information Act 2014;
• acting as contact point for the Department of Public Expenditure & Reform and Department of Education and Skills
• acting as the contact point for FOI requests, and ensuring that all requests are processed in a timely manner and in compliance with regulations;
• advising NCI staff in relation to NCI’s obligations under FOI, organising appropriate training to staff and providing them with relevant policy and procedure updates.

Records managementprocesses and procedures:

• managing, developing, and championing adherence to NCI’s records management policy and delivering appropriate training and relevant updates to staff;
• liaising with Designated Records Officers in each School/Department to ensure appropriate structures and resources are in place at local level for awareness of and compliance with policy.

Key Attributes: 

The person appointed will be:

• a certified data protection practitioner with significant experience in a compliance and records management.
• a self-starter capable of working on their own initiative prioritising conflicting work demands
• demonstrate strong organisational skills in guiding and advising on compliance related activities
• excellent communication skills

Contract: 

Permanent Contract

Salary: 

€41,412 - €62,121 (Senior Specialist/Supervisor Salary Band)

Annual Leave: 

24 Days per annum pro rata

Hours:

Full time, 35 hours per week

Application Process:

To apply, please e-mail your cover letter and CV both in PDF format ONLY, quoting reference number: NCI 1028 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 4th June 2024.

Note: The functions and responsibilities assigned to Information Governance and Data Protection Officer member are based on the current stated role and objectives of the College. These functions and responsibilities may alter in line with any change in the role and objectives of the College.

The successful applicant will be subject to Garda Vetting and must not have any convictions under the Sex Offenders Act 2001.

The Importance of Confidentiality

We would like to assure you that protecting confidentiality is our number one priority. You can expect that all enquires, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone, outside those directly involved in that aspect of the process.

Candidates' Obligations

In submitting a completed Curriculum Vitae and supporting documentation, candidates are declaring:

• That all the particulars furnished in their application are true and correct without omission and that they are aware of the qualifications and particulars for this position.
• That to the best of their knowledge that there is nothing in relation to their conduct, character or personal background of any nature that would adversely affect the position of trust in which they would be placed by virtue of this appointment.
• Their irrevocable consent to NCI making such enquiries as deemed necessary in respect of their suitability for the post in respect of which their application is made.
• Their acceptance and confirmation of the entitlement of NCI, as appropriate to, reject their application, or to terminate their employment (in the event of a contract of employment having been entered into on foot of this competition) if they have omitted to furnish NCI with any information relevant to their application or their continued employment or where they have made any false statement or misrepresentation relevant to this application or their continuing employment with the College. #

Candidates should note that they may be required to submit documentary evidence in support of any particulars given by them in their application for the post.

Data Protection Acts 1988 to 2018 and the Freedom of Information Acts 1997 to 2014 as amended

Data collected for the purposes of recruitment activities

NCI conducts recruitment processes to fill vacancies within the college. When applying for these competitions applicants are asked to submit a range of documents, e.g., a completed application form, CV and/or a personal statement or cover letter. For the purposes of recruitment activities, we will not collect any personal data that we do not need to assess your candidature for a role with us.

Legal Basis for Processing

NCI ’s legal basis for the processing of this data is a combination of individual consent, contractual necessity and legal obligations.

Withdrawal of Consent

Applicants can withdraw their consent for the processing of their personal data at any time by notifying the College. It is important to note that withdrawal of consent prior to the completion of the process will be considered as a withdrawal of the application.

What we do with your data

People who are directly employed by NCI and are based in Ireland process all the personal data collected for both recruitment and HR purposes.

Shortlisting

HR draft up the shortlisting documents and provide the initial screening to determine if a person meets the essential criteria of the competition. A shortlisting panel is generally made up of two senior grade staff members from the relevant department for which the role is being recruited.

Sharing of your data

Where you have been successfully shortlisted for a post, each interview panel member will be furnished with a copy of the relevant information of those who will be attending interview in order that they can review applications in advance of the interview process. All such information will be returned to NCI and shredded following the competition process. Some of the interview panel will be external interviewers, who are not employees of NCI but are engaged for the purpose and are strictly subject to the rules and policies of the College.

Access

Applicants can request and receive access to their data at any time and can request and receive a copy of this data, in electronic/transferable format.

Erasure

Applicants can request the data held be erased. In this case, the application for a position is considered withdrawn.

Rectification

Applicants can have any incorrect information corrected.

Objection / Withdraw

Applications can object to this information being processed and/or can request to withdraw from the application process

Complain

Applicants can make a complaint to our internal Information Governance and Data Protection Officer

NCI Information Governance and Data Protection Officer

National College of Ireland, Mayor Street, IFSC, Dublin 1

Tel (Direct): + 353 1 4498 523 ; Tel (Reception): + 353 1 4498 500

And/or make a complaint to the relevant authority

Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28

Tel: +353 (0) 761 104 800

National College of Ireland is an equal opportunities employer and is a Member of the Athena SWAN Charter. NCI is committed to serving our diverse community and welcomes applications from underrepresented groups.