Job summary
T Oversee the performance and operations of Health Records 5 sections..
The role involves delivering a high-quality, customer-focused service for the provision of patient records across in/outpatient care, audits, and research.
The post holder will advise Trust staff on complex health records matters, aligned with Trust policy, local procedures, and IHRIM guidelines.
They will also support ongoing service development to ensure the department remains responsive to modernisation and IT advancements.
Main duties of the job
Key Responsibilities:
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Provide daily operational leadership and performance management in line with departmental and Trust standards.
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Investigate and respond to complaints and incidents, implementing preventative measures where needed.
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Ensure team compliance with Trust policies and legal obligations, including Data Protection, Health & Safety, Security, and Fire Safety.
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Communicate complex, sensitive information effectively across clinical, non-clinical, internal, and external stakeholders.
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Proactively implement changes in response to new legislation impacting the health records service.
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Support the Health Records Manager in delivering the Health Records Strategy and progressing related projects within timelines.
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Contribute to policy development by identifying gaps in current guidance and recommending improvements.
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Lead or oversee recruitment, induction, appraisals, performance reviews, and disciplinary processes in line with HR policies.
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Apply HR procedures consistently, promoting fairness and dignity at work.
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Ensure accurate storage, retrieval, and archiving of records in accordance with Data Protection and Freedom of Information Acts.
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Job description
Job responsibilities
A detailed job description of the role is attached along with main responsibilities:-
Provide daily operational management of the department in accordance with national professional standards legislation pertaining to Health Records and department and trust standards
To ensure that SARs are processed in accordance with GDPR with zero financial breaches (up to £17 million)
Supporting the Health Records Manager in providing an efficient and effective Health Records Department by supporting the Health Records senior team leaders to ensure that each health records section meets its daily, monthly, and yearly targets.
Investigating and responding to complaints and incidents and introducing preventative measures as necessary.
nal Investigates and resolve complex health records queries from internal customers with an emphasis on root cause analysis and installing new business processes to reduce information governance risks, resolve issues/problems and with the aim or preventing reoccurrence.
Job description
Job responsibilities
A detailed job description of the role is attached along with main responsibilities:-
Provide daily operational management of the department in accordance with national professional standards legislation pertaining to Health Records and department and trust standards
To ensure that SARs are processed in accordance with GDPR with zero financial breaches (up to £17 million)
Supporting the Health Records Manager in providing an efficient and effective Health Records Department by supporting the Health Records senior team leaders to ensure that each health records section meets its daily, monthly, and yearly targets.
Investigating and responding to complaints and incidents and introducing preventative measures as necessary.
nal Investigates and resolve complex health records queries from internal customers with an emphasis on root cause analysis and installing new business processes to reduce information governance risks, resolve issues/problems and with the aim or preventing reoccurrence.
Person Specification
Qualifications and Training
Essential
- Educated to Degree level, or equivalent level acquired by training and work experience
- Willing to undertake any further study to enhance ability to carry out job role more efficiently
- Diploma of the Institute of Health Record & Information Management (IHRIM)
Desirable
- Evidence of further study
- Professional management qualification
- Other appropriate qualifications or courses
Experience
Essential
- Significant NHS experience with knowledge of how a Health Records Department operates and what service it provides
- Extensive people management experience including recruitment, performance review, capability, conduct and disciplinary
- Extensive knowledge of administrative procedures including IT systems, which should be acquired through formal training or experience
Desirable
- Experience of audits within a service delivery environment
- Experience of being responsible for supplies ordering for a department/office
Skills
Essential
- Excellent verbal and written communication skills
- Ability to prepare & deliver quality presentations/ training to a wide range of grades & discipline
- Good persuasion, influencing and negotiation skills
- Able to interpret and communicate complex information in a way that others can understand
- Able to communicate with tact and sensitivity where appropriate
- Well-developed customer care skills
- Good analytical skills Practical approach to problem solving
- Excellent planning and organisational skills
- Proficient user of Microsoft Office package (e.g., Word, Excel, PowerPoint, Access)
- Able to prioritise workloads and be flexible to changing situations.
- Able and confident in using own initiative.
- Experience of working with a team to reduce expenditure
- Ability to work under pressure using information to seek solutions to problems.
- Pragmatic and practical approach to problem solving.
- Ability to interpret data from spreadsheets.
Desirable
- The ability to produce clear, concise and accurate written documents including minutes of meetings, letters, reports, etc.
- Understand the principles of how to manage a budget.
- Experience of producing procedures and statistical information
Knowledge
Essential
- Specialist knowledge relating to the UK General Data Protection Regulation (UKGDPR), Data Protection Act (2018), Freedom of Information Act (2000), Caldicott Principles, and other relevant legislation.
- Specialist knowledge relating to the British Standards Group's BS10008 "Evidential weight and legal admissibility of electronically stored information" standard
- Working knowledge of work procedures and practices within Health Record Services
- Detailed working knowledge of a PAS system and a Casenote Tracking (CNT) system
Desirable
- Understanding of NHS Complaints system and experience of dealing with customer complaints
- Knowledge of NHS ICT systems, specifically Cerner, iFIT, EDM and EPR.
Person Specification
Qualifications and Training
Essential
- Educated to Degree level, or equivalent level acquired by training and work experience
- Willing to undertake any further study to enhance ability to carry out job role more efficiently
- Diploma of the Institute of Health Record & Information Management (IHRIM)
Desirable
- Evidence of further study
- Professional management qualification
- Other appropriate qualifications or courses
Experience
Essential
- Significant NHS experience with knowledge of how a Health Records Department operates and what service it provides
- Extensive people management experience including recruitment, performance review, capability, conduct and disciplinary
- Extensive knowledge of administrative procedures including IT systems, which should be acquired through formal training or experience
Desirable
- Experience of audits within a service delivery environment
- Experience of being responsible for supplies ordering for a department/office
Skills
Essential
- Excellent verbal and written communication skills
- Ability to prepare & deliver quality presentations/ training to a wide range of grades & discipline
- Good persuasion, influencing and negotiation skills
- Able to interpret and communicate complex information in a way that others can understand
- Able to communicate with tact and sensitivity where appropriate
- Well-developed customer care skills
- Good analytical skills Practical approach to problem solving
- Excellent planning and organisational skills
- Proficient user of Microsoft Office package (e.g., Word, Excel, PowerPoint, Access)
- Able to prioritise workloads and be flexible to changing situations.
- Able and confident in using own initiative.
- Experience of working with a team to reduce expenditure
- Ability to work under pressure using information to seek solutions to problems.
- Pragmatic and practical approach to problem solving.
- Ability to interpret data from spreadsheets.
Desirable
- The ability to produce clear, concise and accurate written documents including minutes of meetings, letters, reports, etc.
- Understand the principles of how to manage a budget.
- Experience of producing procedures and statistical information
Knowledge
Essential
- Specialist knowledge relating to the UK General Data Protection Regulation (UKGDPR), Data Protection Act (2018), Freedom of Information Act (2000), Caldicott Principles, and other relevant legislation.
- Specialist knowledge relating to the British Standards Group's BS10008 "Evidential weight and legal admissibility of electronically stored information" standard
- Working knowledge of work procedures and practices within Health Record Services
- Detailed working knowledge of a PAS system and a Casenote Tracking (CNT) system
Desirable
- Understanding of NHS Complaints system and experience of dealing with customer complaints
- Knowledge of NHS ICT systems, specifically Cerner, iFIT, EDM and EPR.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
