Registrations Administrator

JOB DESCRIPTION AND EMPLOYEE SPECIFICATION JOB TITLE: Registrations Administrator RESPONSIBLE TO: Chief Operating Officer HOURS: 25 hours per week (Monday to Friday) SALARY BAND : Circa £25,000 per annum OVERVIEW The Data Protection Authority ("the Authority") is the independent data protection regulator, responsible, through the Office of the Data Protection Authority ("the ODPA"), for the implementation and operation of the regulatory function under the Data Protection (Bailiwick of Guernsey) Law, 2017 and the European Communities (Implementation of Privacy Directive) (Guernsey) Ordinance, 2004. This involves enabling the public to exercise their rights under the legislation as well as supporting organisations in the public, private and third sectors to comply with its requirements. The ODPA is overseen by the Data Protection Commissioner ("the Commissioner"). PURPOSE OF POST: The Registrations Administrator will assist in the annual fee levy collection process and the maintenance of internal records in compliance with the Data Protection (Bailiwick of Guernsey) Law, 2017. This role has many facets to it and the successful candidate will have the opportunity to be involved in supporting other departments with project work, case work, assessments, operations and communications, depending on their unique interests and capabilities. The Registrations Administrator reports to the Chief Operating Officer and is expected to manage their own workload. They will have significant contact with members of the public, businesses and public sector organisations. BENEFITS OF POST: • Being part of a supportive, inclusive work culture where you are encouraged to be yourself and are recognised for what you uniquely bring to the table. • Having the freedom to make this role your own and be supported in developing your skills. • Being well positioned to build a good rapport with the ODPA's vast regulated community. • Working in a stimulating and intellectually challenging environment. • Having a unique opportunity to make a difference by making valued contributions to an office that is passionate about the data protection rights of our community. • Obtaining a solid grounding in legal analysis/interpretation and developing a comprehensive knowledge of finance industry structures and beyond. • Gaining from a range of benefits, including healthcare scheme, pension, flexible working (start and finish times, as per requirements), personal development and job relevant training. KEY RESPONSIBILITIES • Manage the data protection register, providing guidance, approving and processing new registrations and renewal payments in compliance with the Law ensuring that records are accurate and up to date and that lapsed registrations are reported to the appropriate officer. • Act as a point of contact for the ODPA through email, mail, telephone, online and in person, providing initial information regarding data protection issues; redirecting matters to other departments as appropriate. • Carry out book-keeping duties such as payments and credit card reconciliation and banking. • Produce management information reports to help monitor the operation of the ODPA and contribute to the production of the annual report and work plan. • Assist other team members in undertaking research and project work as directed, initiating non-compliance exercises to improve registration uptake. • Assist with the provision of a comprehensive administrative support service, including organising office resources, dealing with suppliers, maintaining premises and equipment and maintaining electronic records. The above responsibilities cannot fully encompass all that is required of the post holder. It is expected that the post holder will undertake such other duties and responsibilities commensurate with the nature of the post. This job description is non contractual and may be changed, replaced or amended from time to time to meet the needs of the ODPA. PERSON SPECIFICATION Candidates should demonstrate the following qualifications, skills, competence and/or qualities. Role requirements: • Educated to GCSE level (or equivalent) or previous experience in an administration position, to include basic book-keeping • Working knowledge of Microsoft Office including Word, Excel, and Outlook • Good organisational skills • Ability to work diligently to high levels of detail and accuracy. • Good customer services skills and the ability to deal with members of the public and professionals in a highly professional, courteous and efficient manner, including in challenging circumstances • A proven ability to maintain confidentiality and handle sensitive issues diplomatically and with integrity • Good written and oral communication skills • A methodical, accurate and organised approach to work, with the ability to maintain administration and IT systems • Good time management skills with the ability to work with minimum supervision with a focussed and proactive approach to completing tasks/objectives • An understanding of company structures within the financial services industry Please note: the successful applicant will be required to obtain a 'Basic Disclosure' from the Guernsey Vetting Bureau Email: hr@odpa.gg