University Secretary's Office

Grade 9: - £52,560 - £59,135
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 19-Oct-2020, 6:59:00 AM

Durham University

A top information governance role at a global top 100 university.

A globally outstanding centre of teaching and research, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other.

We’re looking for an outstanding information governance professional to be our appointed Data Protection Officer, responsible for establishing the information governance accountability framework and providing guidance and advice to our Senior Information Risk Owner and other stakeholders across the University. You will bring knowledge of international information and records management, as well as a track record in building and leading high performing teams. You will also need to demonstrate the ability to work collaboratively with both academic and professional service colleagues from across the university. Whilst a background in Higher Education would be helpful, it’s your knowledge of relevant legislation and leadership skills that are of paramount importance, and your ability to transfer them to the university context.

With the support of a diverse group of exceptional peers, you will both be a challenger and challenged. We find it easy to be proud of the extraordinary people we have at Durham. We provide the inspiration, they achieve the extraordinary. We invite you to join us.

The Department and role purpose

The Information Governance Unit (IGU) is located within the University Secretary’s Office, which sits outside the University management and reports directly to University Council (the principal governing body of the University and Trustee Board).

Reporting to the University Secretary, the Head of Information Governance will be responsible for establishing the information governance accountability framework and information governance strategy. Overseeing a team of professional staff, they will also manage the development, maintenance and communication of policy, procedures, guidance and advice to stakeholders across the University to help embed good practice and legislative compliance in support of the University’s business objectives.

Core responsibilities:

• Provide professional information governance and expert leadership at a significant operational level and contribute to strategic planning to meet organisational objectives.
• Maintain oversight of the University’s information governance accountability framework, leading on the creation, review, design, implementation and monitoring of information governance and records management policy and service level standards.
• Drive the University’s GDPR compliance, providing expert guidance, advice and problem-solving skills to stakeholders.
• Build an Information Governance network for accountability and ownership locally, embedding the Senior Information Asset Owner structures.
• Working in partnership with peers and specialists across the organisation to implement change management projects (meeting security and privacy by design requirements) across service areas to ensure a smooth and effective transition.
• Provide feedback on team and individual performance and identify development needs, conducting regular staff ADR and performance reviews.
• Recruit, induct, train and develop new team members.
• Help to shape the skills and expertise of team members and design work structures to meet operational and strategic goals.
• Handle the vast majority of welfare issues within a team, referring more complex welfare issues to appropriate support services/senior management.
• Identify and develop innovative approaches and make recommendations for how these can be implemented within the service area.
• Significant input into the planning and development of future skills and expertise within information governance and records management to meet organisational goals.
• Responsible for the management and leadership of people across Information Governance Unit, setting operational and strategic objectives for discrete areas.
• Contribute to wider quality and regulatory audit process for stakeholder systems and services.
• Influence and contribute to operational and strategic scoping and resource planning across a range of activities, developing and presenting complex business plans and strategy documents where required.
• Set operational objectives for the scoping initiation, planning and implementation of significant projects in service areas.
• Devolve key responsibilities to experienced team members to ensure succession and encourage skills development.
• Provide leadership and influence the governance of service activities, processes and transactions to meet regulatory and professional service and policy standards.
• Build and lead an influential network of contacts both internally and externally to influence the development of service provision.
• Provide leadership within project teams to shape and determine specifications and key deliverables, problem solve and guide implementation.
• Lead internal and external business meetings, working groups and committees at operational and strategic service level to influence governance, organisational policy and standards for the service.
• Budget responsibility for allocating and managing expenditure of consumable and capital items.

Role responsibilities:

• Be the University’s registered Data Protection Officer.
• Provide support / assurance to the University’s Senior Information Risk Owner.
• Conduct horizon scanning and research with internal and external stakeholders, local government, professional bodies and sector agencies to provide briefings and reports on information risks, governance and records management.
• Lead and motivate the team with innovative thinking and a service-based, pragmatic, solutions-focussed approach.
• Provide information governance expertise in support of the University’s Digital Strategy.
• Provide leadership with relationship building with external agencies and service providers, identify and develop opportunities to increase influence in keeping with strategic objectives.
• Deputise for strategic managers and take responsibility for the feasibility analysis, development, planning and implementation of information and records management activities.
• Create opportunities to promote services via internal and external events and activities.
• Set service metrics and expected levels of efficiency of service delivery.
• Analyse and interpret complex data sources, to provide business intelligence and business forecasts seeking opportunities for business improvement and efficiency.
• Deliver professional development learning activities designing individual workshops, sessions and a programme of activities in support of the University’s information governance framework.
• Responsible for the overall design of a set of learning activities as part of a wider skills development programme.
• Any other reasonable duties.

Specific role requirements:

As the University’s named Data Protection Officer, this post holder may need to be available outside of normal office hours to provide advice or respond to information security incidents or events.

This position belongs to Durham University Job Family: Business Process and People Services

OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.

OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.

Durham University

Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives. 

The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.

Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.

It is expected that all staff within the University:

• Contribute to our learning culture by engaging in mentoring, training and coaching.
• Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
• Have due regard to Health and Safety requirements appropriate to grade and role.

Family key attributes

Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.

Overall family purpose

• Deliver direct and indirect services to stakeholders.
• Provide advice and answer queries as part of an enquiry-desk/help-desk function.
• Respond to and manage requests for information and resources.
• Deliver services to meet regulatory requirements and procedures. 
• Plan and deliver a joined-up approach to University business and people services.
• Align business processes and services to meet operational and strategic policy objectives.  
• Deliver business processes to ensure effective management, governance and the economic viability of the University. 
• Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
• Provide excellent professional services that meet strategic and operational goals and business needs.
• Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
• Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
• Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
• Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
• Engage and encourage participation with external professionals, schools, alumni and donors.

Link to key strategic plan

• An economically sustainable approach to delivering Professional Services across the University;
• A joined-up approach to University professional services, regardless of location or line management;
• A culture and practice of continuous improvement; 
• Design services that meet business need;
• A stakeholder-focused orientation, offering satisfying careers to all staff;
• Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
• Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.

Recruiting to this post

In order to be considered for interview, candidates must evidence each of the criteria required for the role in the person specification (including those listed in the section ‘Realising Your Potential Approach’).

How to apply

We prefer to receive applications online. Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.

What you are required to submit

1. A CV; 
2. A covering letter which details your experience, strengths and potential in the requirements set out above
3. A document providing evidence and examples of how you satisfy both the person specification and the Realising Your Potential Approach criteria. 

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details 

For further information please contact Gillian Campbell, Director of University Assurance Service: gillian.campbell@durham.ac.uk

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work.  We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.

We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails

Person Specification Criteria - skills, knowledge, qualifications and experience required

• Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
• Strong interpersonal skills including motivational, negotiating, influencing and networking nationally and internationally.
• Proven IT skills, including use of Microsoft Office.
• Educated to degree level (or equivalent experience).
• Professional practitioner with specialist information governance knowledge and expertise used to influence events and activities within the organisation.  
• Continuing professional development required to maintain professional recognition.
• Awareness of organisational development in digital information and records management.
• Extensive knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.
• Experience of providing specialist advice and guidance to a range of customers and colleagues, including more senior colleagues and executives.
• Ability to contribute to planning at operational and strategic levels.
• Experience of being able to network effectively and develop strong and productive working relationships, to influence perceptions of the University.
• Demonstrable ability to provide specialist advice and influence others at operational at strategic levels.  
• Track record of cross-functional management and development experience and/or an enhanced management qualification applied across a large service team or teams.

Realising Your Potential Approach

Expected Behaviour / Demonstrated by…

Developing self and others

1. Providing constructive feedback to aid the development of the team as a whole
2. Finding ways to improve team performance through learning and development 
3. Demonstrating the value of learning by being involved in development activities
4. Ensuring that projects and incidents are evaluated and learning from mistakes and success is used

Embracing change

1. Establishing and maintaining the confidence and support of staff and peers before and throughout periods of significant organisational change through excellent interpersonal skills
2. Carefully assessing proposals for change which reflect changes in the wider environment, to see if they are desirable/possible within the University strategic plan, and adapting the University strategy where appropriate
3. Adopting a considered approach to potential risk evolving from change and ensuring contingencies are in place.

Respecting others

1. Leading on relevant Equality and Diversity Charter recognition/award attainment
2. Proactively monitor data regarding the protected characteristics, recognise trends, and put in place appropriate action
3. Actively promoting family friendly/flexible working policies
4. Proactively mentor and sponsor under-represented groups to encourage progression
5. Communicate effectively by developing networking activities across departments 
6. Valuing the contributions of all by publicising success stories, for example: achievements, awards and prizes, role models from under-represented groups
7. Actively working in partnership with diverse groups 8. Promoting an open and fair culture throughout the University

Working together

1. Evaluating the achievement of plans and provides constructive feedback to support the achievement of the longer term strategy
2. Involving team members in contingency planning 
3. Leading and building role related external networks to enhance the work of the University
4. Actively seeks to build productive relationships between external bodies to benefit the University

Providing leadership and direction

1. Simultaneously deal with complexity, make decisions in a climate of uncertainty and bring colleagues with them through change  
2. Engaging and well informed communicator 
3. Interests audiences with mixed levels of understanding 
4. Marshals information and presents compelling arguments 
5. Negotiates to achieve satisfactory outcomes when solutions seem impossible

Finding solutions

1. Developing creative approaches to improve problem resolution processes 
2. Using a variety of processes and the participation of others to develop solutions that are acceptable to those concerned and have benefit for the University
3. Supporting innovation where potential benefits outweigh risks

Providing excellent student services and professional support

1. Establishing challenging standards to develop services and advance the reputation of the University
2. Plan effectively by developing quality assurance procedures to support the achievement of strategic goals 
3. Show resourcefulness by using knowledge of wider developments and emerging trends to develop existing and new services to achieve strategic goals 
4. Risk assess external and internal factors that may impede the achievement of strategic objectives and take action to maximise opportunity and minimise threats
5. Proactively seeking feedback from students and customers, developing plans for and creating a culture of an outstanding student and customer service

Using resources effectively

1. Demonstrating effective matrix management
2. Managing substantial resources flexibly and sustainably and imaginatively for the benefit of the whole University
3. Working across team boundaries to build and strengthen working relationships 
4. Liaise effectively in networks to pursue a shared interest as a requirement of the role
5. Actively seeks to build productive and enduring relationships between teams to strengthen working relationships and foster collaboration 
6. Leading and developing internal networks to pursue a shared interest and influence events or decisions

Achieving results

1. Delivering excellent results through others, without necessarily possessing specialist knowledge and skills.

DBS Requirement: Not Applicable.