Data And Systems Coordinator

Overview

This is an important role in developing and maintaining effective records management systems, ensuring that we process data about people which complies with law and policy around keeping people safe, and which is consistent with the approach of the Church of England towards safeguarding.

This role has a special focus on data relating to safeguarding, particularly supporting the Diocesan Safeguarding Advisor's (DSA) implementation of planned changes in the way that the safeguarding team records and processes information, including the transition to a new safeguarding management system.   The role will develop processes for our responses to Subject Access Requests, and ensure that we are compliant in our approach.

Main Duties And Responsibilities:

Information Management

• Develop and maintain effective records management systems in alignment with relevant legislation;
• Provide advice on information management to the Safeguarding Team and other teams as needed.
• Work alongside the Diocesan Safeguarding Adviser to set up processes to ensure quality assurance of safeguarding Data and processes.
• Have oversight of Southwark Diocese’s transition to a new safeguarding National Case Management System (NCMS). To include data cleansing, development of data entry standards, case closure templates and threshold guidance and signposting.
• Develop and implement information sharing protocols within the Diocese and with Statutory Agencies.
• Attend and minute core group meetings where required.
• Develop data entry standards for consistency of approach by the Safeguarding team.

Subject Access Requests

•  Develop processes to support the Diocesan Secretary (Bishop’s Lead for Safeguarding) and DSA in response to Subject Access Requests in particular on safeguarding cases, often highly sensitive, and manage the process for the provision of the required information, including ensuring appropriate redaction is considered, liaising with legal advisers, and third parties as necessary.
• Ensure complete, appropriate, and timely responses to Data Subject Access Requests and Serious Incident Reviews, ensuring appropriate redactions and exemptions are applied.

Data Collection and Analysis

• Develop and maintain effective information governance, instrumental in maintaining high standards of data quality.
• Monitor and analyse monthly safeguarding data to identify trends.
• Produce reports on safeguarding issues and trends, and annual statistics represented in charts and graphs for inclusion in the annual safeguarding review, and other governance processes.

Monitoring and communication with parishes

• Project manage the process for parish self audits and other annual data collection exercise, including the building of a safeguarding profile of each parish, and dashboards.

Quality Assurance

• Conduct information audits and analyse results
• Review and manage the information management related matters on Safeguarding pages of the website.
• Work with DSA to establish effective quality assurance and supervisory systems for case management and risk assessment reviews.

The Ideal Candidate

Essential Education & Qualifications: 

• Degree level education or equivalent 

Knowledge/Experience:

• Excellent organisational and administrative abilities
• Highly literate with strong verbal and written communication skills
• Minimum 3 years experience in administration, information management and data analysis.
• Familiarity with current safeguarding legislation
• Knowledge and experience of Data Subject Access Requests (DSAR)

Skills/Aptitudes: 

• Excellent skills in Word, PowerPoint and Excel for data analysis with the ability to spot trends
• Proactive problem solver
• Able to work under pressure and multi-task whilst meeting deadlines
• Experience in consistently delivering within a fast-paced environment
• Excellent time management skills with high attention to detail
• Information and Project Management Skills
• Highly experienced in confidential and sensitive information management which at times may be distressing.

Personal Attributes: 

• Confidence to work with senior people at a national level, including senior church leaders, external safeguarding experts and other stakeholders.
• A proven ability to develop and sustain relationships at all levels both inside and outside the Church.
• A proven ability to maintain the highest standards of confidentiality and work sensitively with those affected by safeguarding issues.
• In sympathy with the aims of the Church of England.

Desirable Knowledge/Experience: 

• Understanding of Church of England structures and experience of working with the Church or other faith groups in respect of safeguarding children and/or adults who may be vulnerable.

About Us:

The Safeguarding Team supports parishes and senior clergy to safeguard children and adults who may be at risk of abuse and neglect, and those in abusive relationships, through implementation of policies and procedures following the national legal and procedural framework for safeguarding children and adults, and Church of England policy and practice guidance.

Southwark is a diverse and vibrant Diocese in so many ways, from the energy of the inner city to the beauty of the Surrey Hills. We are one of the largest Dioceses in the Church of England, serving the people of South London and East Surrey. We take joy in the distinctiveness and variety of God’s gifts and people. You will find churches that offer welcome, care and dignity in Christ’s name to their parishes; chaplains walking along side those in education, hospitals, and prison; and pioneering communities seeking to reach out and serve in new ways.

We seek to be Christ-centred and outward-focused in all we do.