Quality Management Information System (QMIS) Co-ordinator

& Deputy Data Protection Officer (DPO) Grade VI

Permanent & Full-time

(On site role with Hybrid Options Available)

 

The DDUH is a centre of excellence in patient care, education and research, which drives the learning experience of our students and the delivery of the highest quality care to patients in an integrated, holistic and balanced way. The QMIS Co-ordinator & Deputy DPO will be responsible for working with the Head of Corporate Services on the operation and development of the QMIS within the DDUH and act as Deputy DPO supporting the implementation of data privacy initiatives. This is a permanent and full-time position.

The position reports to the Head of Corporate Services and Data Protection Officer (DPO) of the DDUH.

 

Qualification, Experience & Person Specification

Each successful candidate must have:

  • A third level qualification and proven experience in a quality assurance and project management role, ideally in a healthcare setting.

  • A Bachelor’s Degree at QQI Level 7 on the National Framework of Ireland in Management or other relevant discipline.

  • A recognised qualification in Data Protection Law, ideally at QQI Level 8 on the National Framework of Ireland.

  • At least 5 years post qualification experience encompassing evidence of providing staff training in the area of quality enhancement.

  • Evidence and a proven track record of strong project management experience, managing and completing projects efficiently and effectively while adhering to deadlines.

  • Knowledge of the HIQA National Standards for Safer Better Healthcare, 2024.

  • Experience in managing document controls in a Quality Management Information System (QMIS), ideally in a healthcare environment.

  • Strong writing and editing capabilities, especially while working under tight deadlines.

  • Experience in conducting and delivering training to all internal stakeholders.

  • An ability to work with the role of Quality, Safety and Risk, currently assumed as part of the quality project team, to implement quality improvement initiatives in line with the Hospital quality framework.

  • Expert knowledge of the GDPR and additional Data Protection Legislation, ideally in a healthcare environment.

  • Relevant experience or equivalent experience dealing with a varied mix of data protection / privacy / information management matters.

  • Experience drafting and implementing data protection policies, protocols and procedures.

  • An ability to work on one’s own initiative and to be goal oriented in the delivery of projects.

  • Must be self-motivated, self-directed and work well on projects and tasks as part of a team.  

  • Excellent communication and interpersonal skills.

  • Excellent administrative and organisational skills.

  • Excellent IT skills with proficiency in MS Office Suite (Word, Excel, PowerPoint, Teams), Zoom etc., and knowledge and experience in Quality Management Information Systems (QMIS).


Duties and Responsibilities

The Corporate Services and DPO functions are primarily responsible for the area of regulatory compliance and expand, inter alia, across the fields of Data Protection, Quality, Risk, Legal Claims Management, Incident Investigation and Reporting, and Insurance.

The role of the QMIS Co-ordinator & Deputy DPO includes but is not limited to:

Managing Change

Problem Solving & Decision Making / Communication & Influencing

  • Have a thorough understanding of the principles and application of good corporate governance, business and operational risk and control processes and procedures.

  • Support and recommend process mapping of options arising from QMIS related procedures and operations.

  • Facilitate meetings with Heads of Departments/Divisions to support the continuous development of the QMIS by leading insightful discussions and decision-making.

  • Facilitate workshops on incident management, Infection Prevention Control (IPC) related occurrences and data breaches with the Quality and Patient Safety project team.

  • Primary liaison for all queries related to the implementation, configuration and customisation of the system, including raising and tracking change controls.

  • Represent the DPO where necessary in any Project / Proposition / Working Groups and make data protection decisions to ensure such projects / propositions progress within agreed timeframes, enabling the organisation to meet its strategic objectives.

  • Assist in identifying and assessing compliance and data protection risks within the DDUH.

  • Deliver Induction on the GDPR awareness programme and assist the DPO in providing targeted training as required.

  • Work closely with Heads of Departments/Divisions in generating and publishing of the DDUH Data Retention policy.

Managing the Service

Quality & Safety of Service & Delivery of Results

  • Oversee and maintain the optimal function of the DDUH quality management information system (QMIS).

  • Manage and maintain up-to-date access of all DDUH staff and students to the DDUH QMIS. 

  • Manage the DDUH document distribution processes to all staff and all students.

  • Maintain a structured document management system, ensuring accuracy, version control and adherence to GDPR standards.

  • Manage QMIS project documentation from creation to retention and archiving.

  • Responsibility for scheduling all training on the QMIS for all staff and students.

  • Generate metrics associated with the occurrence and document management modules in the QMIS.

  • Develop and maintain relevant compliance related documentation to include Policies, Standard Operating Procedures, Guidelines and Flow-Charts.

  • Deliver training on the QMIS to all staff and students, including all undergraduates and postgraduates, focussing on documentation procedures and best practices.

  • Audit filenames of document categories before submission to ensure error free input.

  • Collaborate with HR, utilising the QMIS for the provision of up-to-date induction material (Staff Handbook, SOPs, Compliance documentation, etc.).

  • Assist the DPO on data protection matters or requests as directed by the DPO.

  • Lead on privacy reviews that may arise from time to time.

  • Manage and deliver projects based on recommendations of internal audit reports of data protection compliance within the DDUH.

  • Monitoring of the DDUH Master Record of Processing Activities (RoPA) and those of all departments and divisions of the DDUH.

  • Assist with the development and maintenance of DDUH data protection policies and procedures.

  • Support the DPO in collaboration with IT in reviewing emerging technologies and potential process improvements to improve data protection capabilities within the DDUH.

  • Collaborate with the DDUH IT Department, in relation to evolving legislation, arising out of cyber security legislation.

 Managing Yourself

Team Player & Planning & Organisation

  • Organise and facilitate workshops with Heads of Departments, Heads of Divisions and their teams supporting incident/action reporting and management.

  • Support policy authors in policy development and subsequent distribution and utilisation of the PPG library on the QMIS system.

  • Work closely with the Quality and Patient Safety project team in actively promoting a culture of continuous quality improvement.

  • Keep up-to-date with emerging data protection legislation relevant to the DDUH and advising in relation to same.

  • Support the DPO to maintain the DDUH’s Data Protection Compliance Framework in terms of oversight of compliance with existing legislation, identification of emerging legislation.

  • To represent the DDUH in the absence of the DPO at external seminars and hospital group meetings.

  • Manage and deliver projects based on recommendations of internal audit reports of data protection compliance within the DDUH.

  • Monitoring of the DDUH Master Record of Processing Activities (RoPA) and those of all departments and divisions of the DDUH.

  • Assist with the development and maintenance of DDUH data protection policies and procedures.

  • Support the DPO in collaboration with IT in reviewing emerging technologies and potential process improvements to improve data protection capabilities within the DDUH.

  • Collaborate with the DDUH IT Department, in relation to evolving legislation, arising out of cyber security legislation.

Managing People

People Management & Leadership

  • A key stakeholder in fostering knowledge of the QMIS across the organisation to all staff and students.

  • Responsible for the management of relevant personnel, during periods of leave of the Head of Corporate Services and DPO role and other team members.

  • Responsible for the management of relevant personnel as the team grows.

  • Undertake continuing professional education and development activities relevant to the position.

  • Collaborate with and support Data Compliance roles across Departments/Divisions to improve data compliance effectiveness and promote awareness among all staff.

  • Fulfil the responsibilities of the DPO function during periods of annual or other leave to ensure continuous oversight and compliance within the Hospital.

 

The extent and speed of change in the delivery of services is such that adaptability is essential to this level of appointment. The person chosen will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing situation. Therefore, this Job Description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

 

General Recruitment Information

To apply for this role please note the following:

Dublin Dental University Hospital will not be liable for travelling or other expenses incurred by candidates who may be invited to attend for interview.

Suitably qualified applicants should apply through Hirehive attaching their CV and Cover Letter . You will be asked a number of shortlisting questions as part of the recruiting process.

A full job description can be requested from Simion Tita, HR Officer at: simion.tita@dental.tcd.ie

Closing date for applications: Sunday, 20th April 2025 at noon

Shortlisting will take place immediately thereafter with interviews expected to take place by end of April 2025.

Offers are subject to standard checks such as Garda Vetting, references and relevant CPD in various HSEland Training Programmes.

Candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.

Late submissions may not be accepted.

The Dublin Dental Hospital is an equal opportunities employer.


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