Information Governance Officer - Dubai Campus

Job Posting Title:  Information Governance Officer

Grade: Grade 7  

Location: Dubai Campus

Role Description

Information Governance is a professional service team within the Governance, Assurance and Legal Services Directorate. Working collaboratively with colleagues within the Directorate and across the Global University to support the University’s mission and contribute to its strategic priorities, we promote effective information governance to support University business worldwide and manage information risk to meet relevant legal, regulatory and audit requirements.

Joining the University during an exciting period of digital transformation, the role holder will be based on the Dubai campus and will work collaboratively and supportively with The Head of Governance, Assurance and Legal Services (GALS) and other members of the Information Governance team in Edinburgh to provide timely, expert advice and guidance to the University community on lifecycle information governance. They will play a key collaborative role in the delivery of the Information and Records Management Programme on the Dubai campus and help to embed data protection by design within strategic and operational activities to align with privacy laws in the UAE, UK and other relevant jurisdictions.

Detailed Description

The role holder will provide specialist information and records management and data protection advice and expertise to enable the University to optimise use of information and manage information risks throughout the information lifecycle.  The role holder will report to the Head of GALS in Dubai and to the Head of Information Governance and Data Protection Officer (HIG&DPO) in Edinburgh. Working collaboratively and seamlessly with other members of the Information Governance (IG) team, the role holder will:

• Represent the IG Division on the Dubai campus, providing the operational point of contact for data protection and information rights requests from students, staff and external stakeholders, sharing the global information governance advice caseload and working closely with Dubai colleagues and other IG team members to provide a consistent, collaborative and effective service.
• Work with the University Records Manager to recommend information governance policy, procedures, and guidance to manage the consistent and effective use of information and records throughout their lifecycle across all University Campuses, including review of University records retention schedules to meet Dubai legal and regulatory requirements.
• Work with the other Information Governance Officers  to provide timely expert advice and recommend measures to embed data protection by design and default and data subject rights into information systems, applications, and processes, including data protection impact assessments for academic and professional service activities; measures to support compliance  with the information governance requirements of  the UAE Commission for Academic Accreditation, The UAE Data office and other relevant bodies and application of data processing and data sharing agreements with external stakeholders 
• Promote effective information governance in the design and operation of systems, applications, and procedures to realise business benefits, meet operational and regulatory requirements and mitigate information risks.
• Assist in reviewing and monitoring compliance with data protection and information governance standards on the Dubai campus and across the Global University campuses.
• Provide timely, expert advice on all aspects of record keeping and oversight of externally provided records storage and retrieval service for the Dubai campus.
• Assist in managing and responding to data protection and freedom of information requests and investigating potential data breaches.

Key duties and responsibilities

The post holder will:

• Apply specialist professional knowledge and expertise to recommend information governance policy, procedures, and guidance to manage the consistent and effective use of information and systems to enhance online collaboration; enabling the Global University to realise the business benefits, meet its operational and regulatory requirements and comply with relevant legislation, including data protection and freedom of information laws, and mitigate information risks
• Work collaboratively with colleagues in IG, Information Services (IS) and users to identify end to end process and information lifecycle needs when new or enhanced systems, applications and processes are being developed; advise on, recommend and review information governance architecture and controls (permissions and access rights management, folder structures, metadata, etc.) to facilitate the efficient capture, recording and retrieval of information and records, embed data protection by design and default and data subject rights into the configuration and use of systems, applications and processes, enable secure collaboration on a business need to see basis and easily apply University records retention and destruction policies
• Assist the HIG&DPO in advising colleagues on applying information governance and data protection by design and default to projects and activities, advising on and reviewing data protection impact assessments and information risk mitigation
• Provide timely expert advice to colleagues and students on all aspects of lifecycle information governance and data protection compliance
• Manage the University’s data mapping application (OneTrust) working collaboratively to build and maintain the Information Asset Register; with specific responsibility for maintaining records of processing activities for the Dubai campus  
• Work with the IG team to recommend, review and update University information governance policies, procedures, and guidance, to draft Dubai campus specific procedures where exceptions to global procedures are necessary to align with  Dubai and UAE law; to ensure these continue to meet current legal requirements,  and are in line with codes of conduct and best practice produced by external regulators; and review and monitor their application in record keeping systems and processes on all University campuses
• Work with the Records Manager to recommend appropriate records retention policies to meet legal and operational requirements; liaising with the Archivist, IS, who is responsible for archival policies
• Oversee the provision of offsite records storage and retrieval services for the Dubai campus, liaising with users and the service provider
• Work under the guidance of the HIG&DPO to research, design and deliver training and guidance to educate and empower users to make responsible and effective use of personal data, comply with data protection laws and apply information governance standards and good practice
• Assist the HIG&DPO and other members of the IG team in updating the content of our online data protection and IG courses, to reflect UAE and Dubai law within the global policy framework 
• Contribute to the work of the Global Information Governance and Data Protection Committee and other committees and groups, drafting and presenting papers where appropriate
• Work with the Records Manager and other members of the IG team to provide specialist advice and guidance to a network of Information Asset Owners and Managers in Dubai and across the Global University 
• Work collaboratively with members of the IG team as necessary to support seamless delivery of the service including managing and responding to freedom of information and data protection requests and investigating potential data breaches

Education, qualifications and experience Essential

• Educated to degree level with a postgraduate/professional qualification in information governance including a strong focus on records management principles and practice or data protection law; or substantial relevant experience as an information governance practitioner able to evidence in-depth data protection knowledge at a professional level
• Excellent oral and written communication skills, in both written and spoken English, and the ability to produce high quality written work
• Strong digital capabilities and skills including proven knowledge and experience of using Microsoft 365 and the ability and willingness to learn new digital skills and capabilities appropriate to the role and how it evolves
• Demonstrable experience and skills in building positive working relationships as a team member and supporting change management; with the proven ability to communicate effectively and empathetically with colleagues at all levels to persuade users of the benefits of applying information governance and data protection principles, provide helpful guidance and advice, address concerns and manage expectations
• Proven experience building, and maintaining, relationships with a wide variety of stakeholder groups and audiences 
• Possess sufficient breadth and depth of specialist knowledge in data protection laws in the UAE, UK, Malaysia and other jurisdictions in which the University operates, Freedom of Information and other information governance law as applied to management of information and good records management practice to advise others, and communicate their knowledge to a lay audience in a concise, and engaging way
• Ability to build and maintain a good understanding of the Global University’s business objectives, data processing activities and processes and associated information governance risks
• Strong time management skills and a flexible and adaptable approach with the ability to keep track of multiple tasks and to plan and prioritise workload to work effectively under pressure and meet deadlines, often in the face of changing and conflicting demands 
• Effective decision making and problem-solving skills, with the ability to respond appropriately to varying scenarios and different demands from different stakeholders, maintaining a positive professional approach at all times
• A high degree of analytical skills, attention to detail and accuracy of data handling and in all areas relating to the post
• Demonstrable application of sound information governance in own work, including adhering to information security practices and maintaining appropriate confidentiality of written and verbal communications
• Demonstrate the University Values at all times through performance and behaviour. 
• Established record of engagement in continuous professional development to keep knowledge and skills up to date
• Maintain awareness of own digital wellbeing by being mindful of the length of time spent at a screen and the impact on mental and physical health in using digital technologies.

Desirable

• Relevant professional experience as an information governance subject matter expert with a strong focus on data protection within a Higher Education environment, preferably in an institution with an international remit.

Heriot-Watt University Values

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and professionally relevant, leading-edge research, which has made it one of the top UK universities for business and industry.

We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking out our graduates.  Heriot-Watt is also Scotland’s international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 30,000 students in 143 countries around the world, have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.

At Heriot-Watt we’ve created an environment that nurtures innovation and leadership - where our researchers, staff and students can realise their potential and develop their ambitions.

We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students.  Our focus on careers delivers results and we’ve an excellent reputation for graduate employability.

In addition to the Edinburgh campus, we currently have campuses in  the Scottish Borders, Orkney, Dubai and Malaysia.  For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and research, where staff and students can excel. At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.

Our values are:

• Belong
• Collaborate
• Inspire
• Celebrate

As learning, living and working institution, we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.

For full details on our University, please view our website https://www.hw.ac.uk/about.htm

‘How to Apply’

Interested applicants must submit applications attaching an updated CV. 

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. 

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

The appointment is conditional upon successful completion of all Labour and Immigration formalities, and the start date will need to be delayed if the employment visa is not in place.