Records and Retention Coordinator

Job Description

Record and Retention CoordinatorHours: 37 hoursSalary: £22,500pa Location: Kearsley, M26 1GG - Remote working optional Free parking on site As Europes largest Dental care provider, our network of 600+ dental practices are home to more than 3,000 talented clinicians and over 6000 employees across the UK. Together, were a strong community of talented people. A real mix, who all care passionatelyabout providing the highest quality dental care to our 4 million+ NHS and private patients.What is the roleTo support the business with day-to-day records management and uphold our compliance obligations, aligning with appropriate regulatory requirements, standards, and best practices, together with our own policy and processes. Document and embed processes andguidance for colleagues to support compliance with records management requirements and actively raise awareness of records management best practices across the organisation. Proactively communicate and train processes and best practices through a variety ofroutes, acting as an advocate for best practice records retention. Act as a subject matter expert, providing advice and guidance to colleagues across the business, collaborating with projects and initiatives as appropriate. Maintain relationships with thirdparties that manage paper records on our behalf. A core member of the Data Protection Team, supporting the team with BAU compliance obligations.Duties

• Ensure our record retention policies, processes, and guidance are up to date and fit for purpose
• Ensure that the business sustains good records management practices and where gaps are identified work with the business to remediate them
• Ensure a regular heartbeat of communication in relation to records management reaches all parts of the business, as appropriate
• Plan and execute training and awareness campaigns to raise levels of awareness and understanding of best practice records management across the business
• Track, monitor and report accurately on record movements across the business and in/out of the archive
• Understand and flag risks associated with poor records management as and when they occur, ensuring risks are documented on the DP Risk Register and escalated as appropriate on a timely basis
• Conduct regular assurance activity across the business to ensure best practice records management is being followed and provide reporting as appropriate
• Conduct regular assurance activity across third-party archive sites to ensure destruction processes are being adhered to and provide reporting as appropriate
• Be the primary relationship holder with trusted third parties we employ to manage our paper record archives
• Provide regular reporting and insight to the Data Protection Officer on records management compliance
• Be the key point of contact for colleagues across the business in relation to record retention issues and challenges
• Assist in gathering evidence for our annual self-assessment and submission of the NHS Data Security and Protection Toolkit
• Support the Data Protection team with wider compliance responsibilities in relation to data incidents and breaches, SARs, rights requests, ICO registrations, ICO liaison and reporting, DPIAs, FOIs, information gathering, mailbox management, and other BAUactivities, providing appropriate levels of cover during holidays and absences

I would be great at that! What skills do I need Excelle