Information Rights Manager

Summary

The Purpose of the Role

• The Information Rights Manager will assist with information requests received under the Freedom of Information Act 2000 (FOIA), Environmental Information Regulations 2004 (EIRs) and Information Rights Requests under the Data Protection Act 2018 (DPA)
• The person in role will be the lead on all Mimecast, Relativity and Microsoft estate Searches primarily for the Information Rights Team but in exceptional circumstances for other business areas as required
• The person in role will have an excellent understanding and suitably detailed knowledge of information rights legislation, including how to triage and process requests to fulfil Post Office’s obligations
• Support the Senior Data Protection Managers and provides cover in their absence on all Information Rights matters

Principal Accountabilities

• Manage and assist with the end-to-end handling of responses to FOI and EIRs requests.
• Manage and assist with data subject rights requests, including the right to erasure and Data Subject Access Requests (DSARs)
• Responsible for ensuring compliance with any specific legislative, regulatory, or contractual requirements
• Record the details of all incoming FOIA and Information Rights Requests into the appropriate database, completing all necessary fields and scheduling all relevant actions (including reminders) and statutory time limits to facilitate compliance with Post Office’s FOIA and Data Protection obligations
• Ensure that the appropriate acknowledgements are sent, triggering the statutory time limit for Post Office to provide a substantive response
• Using Mimecast, Relativity and Microsoft Estate undertake complex searches for information within scope of information requests and DSARs, working with external partners and internal colleagues to build search technique proficiency
• Assist in the development of responses to FOIA and Information Rights requests with teams right across the business, ensuring that appropriate priority is given by colleagues to the discharge of these obligations, and escalating where necessary

Further Accountabilities

• Liaise with key internal and external stakeholders, including the Communications Team, (ICO) and external law firms, on all matters relating to information requests
• Provide support and expert advice to the business on both FOIA and Information Rights queries, particularly relating to engaging legal exemptions, and applying redactions
• Maintain end to end casework flow details. Input case history onto the electronic database and drive updates accordingly. Ensure that casework flows are captured, understood and that processes are maintained to identify and escalate, as necessary.
• Deputise and cover the Senior Data Protection Managers during periods of leave for all matters relating to Information Rights
• Attend meetings as required, including with senior managers, capturing actions where necessary
• Produce and maintain a series of performance reports via the casework management systems, to ensure that stakeholders and team colleagues are appraised of any issues at the earliest opportunity
• Assist in the management of shared Information Rights email inboxes, ensuring incoming emails are actioned in a swift and timely manner
• Contribute to the continuous learning of the Data Protection and Information Rights Team, including working with colleagues and service providers to improve processes and procedures

Qualifications, Experience & Skills

• A strong working knowledge of information rights legislation (FOIA, EIRs and DPA), and how to apply them in a working environment
• Relevant qualification in FOI/Data Protection
• Knowledge of the MS Office suite
• Knowledge of business communication tools and techniques

• 3+ years’ experience in a similar role
• Essential experience of providing highly accurate technical and specialist FOI and Data Protection support in a busy working environment
• Experience of working to tight deadlines and timescales is essential
• Experience of communicating with, and influencing, senior managers (desirable)
• Experience of working with casework management systems, such as eCase (desirable)
• Working with internal and external colleagues at a range of different grades is desirable

• Excellent written and verbal communication skills
• Ability to communicate complex information to all audiences
• Ability to problem solve
• Excellent attention to detail
• Ability to prioritise activity
• Excellent standards of numeracy and literacy
• Ability to work with minimal supervision

About Post Office

• We care by always thinking customer
• We strive to make things ever better through honest challenge
• We commit to decisive delivery