Administrative Officer

The post holder will provide administrative support to the Information Governance Manager
in matters relating to Information Governance, ensuring compliance with the relevant
legislation. These include (but are not limited to) The General Data Protection Regulation
(GDPR), The Data Protection Act 2018 and The Freedom of Information Act, The Regulation
of Investigatory Powers Act 2000 (RIPA), Privacy and Electronic Regulations (PECR) and
The Environmental Information Regulations 2004.

The post holder will also assist on matters relating to the effective management of
information, including (but not limited to) records retention & disposal, information sharing
and disclosures of information., 1. To assist with the administration of Data Protection, Freedom of Information, and other
statutory procedures, such as issues relating to records and information management
(e.g., Subject Access requests).

2. To facilitate any queries received by the Information Governance team, be those

internal or external queries. This will include assisting with any ad hoc queries received
by the team relating to Data Protection, Freedom of Information, and other statutory
procedures, via telephone or email.

3. To facilitate viewing of images, footage, and the listening of audio by internal staff only
(using pre-approved rules) and to identify and escalate more complex requests,
including external requests, for approval by the Information Governance Manager
before release.

4. To carry out general maintenance and upkeep of files, filing systems and databases of

files including the creation of new files, management of live and old files (both manual
and electronic), including but not limited to the Information Governance team's shared
folders, and maintenance of the organisation's archives.

Date Amended: October 2022

5. To redact potentially sensitive information from documents prior to their release.

6. To monitor the organisation's Information Governance mailbox, to ensure that all

queries received are satisfied and completed within the specified deadlines.

7. To maintain a log of all Information Governance requests and queries received by the
Information Governance team, be those internal or external, ensuring that each
request is effectively categorised and distributed to the appropriate in-house
department/team. The postholder will liaise with departments to ensure that the
organisation complies with any statutory or service deadline associated with each
request.

8. To liaise closely with the Statistics and Risk team to ensure that all requests for

operational incident reports from the Incident Recording System (IRS) are processed
in accordance with the deadline of each individual request.

9. To ensure that all payments received for operational incident reports from the IRS by
the Information Governance team are documented and subsequently processed by
the organisation's Finance team.

10. To assist with the administration and upkeep of the Register of Processing Activities
(RoPA), policies and procedures, forms, templates and guidance, training and
awareness materials and Information Governance team's pages on the staff intranet.

11. To assist in the administration and conduct of Information Governance audits, data
protection impact assessments, and implementation of the training and awareness
plan and any associated events.

12. To assist with the administration relating to the implementation and maintenance of
the South Wales Fire and Rescue Service FOI Publication Scheme, including updates
to the website.

13. To assist in the preparation and collation of team reports, papers, statements, and

documents, including those relating to the Information Governance team's Key
Performance Indicators (KPIs) on a routine and ad-hoc basis. The written outputs are
provided to Welsh Government, Fire Authority Members, senior management, our
partners and members of the public.

14. To provide professional clerical and administrative support to the Information

Governance team to assist them in meeting the requirements of the service.

15. Undertake photocopying, scanning, faxing, filing, shredding and other similar
administrative tasks as required.

16. To provide administrative support for the wider Service Performance and
Communications department as required.

17. Any other duties commensurate with the grade and post., 2. To undertake in addition to the above duties and responsibilities such additional duties
as may result from time to time from changing circumstances, but which will not change
the general character or level of responsibility accorded to the post.

3. To utilise information technology as fully as possible within the constraints of the job,
which shall include co-operating fully with any scheme or pilot scheme using the same,
that shall be introduced within the department or across the Service.

4. To implement the principles of the Service's Equal Opportunities and Diversity Policies

and Welsh Language Schemes whilst carrying out the above duties.

5. To ensure awareness and compliance with any directorate, department or team plans
that may be implemented from time to time and ensure awareness and compliance
with any systems or procedures implemented within the department.

6. To adhere to Health & Safety Legislation/Relevant Service Policies and Procedures

and to take reasonable care for the health and safety of yourself and other persons
who may be adversely affected by your acts/omissions.

• Caring



• Respectful



• Dedicated



• Trustworthy



• Dynamic



• Disciplined



• Resilient