Job summary
Are you highly organised, meticulous about detail, and passionate about supporting quality healthcare?
Oxford Health NHS Foundation Trust is recruiting for a full-timeHealth Records Administrator to join our Health Records Office. This is a vital role for ensuring our patients and service users can easily exercise their fundamental legal rights in relation to the information we hold about them. If you want to help our Trust meet its legal obligations regarding the use of information this could be the role for you.
You'll will be working towards legal deadlines, redacting highly sensitive information on a large scale and providing excellent customer service.We are looking for someone with excellent communication skills, a keen eye for detail, and a proven ability to work within a team and across the Trust.
As our Health Records Administrator you'll work collaboratively with team colleagues and other health professionals to deliver an effective and efficient health records service in accordance with legal, ethical and Trust standards. This includes being responsible for working to strict legal deadlines to ensure our patients and service users can exercise their legal rights in relation to the information we hold.
If you share our commitment to safeguarding and promoting information rights which contribute to the welfare of children, young people, and vulnerable adults, and want to make a difference in healthcare, we encourage you to apply.
Main duties of the job
The Health Records Office is a secure and confidential environment where administrators work with electronic and paper files. This role requires speed reading of large volumes of highly sensitive health records, meticulous attention to detail and judgement for appropriately redacting information. Main duties include:
- Understand and administer the Data Protection Act 2018 and Access to Health Records Act 1990 when processing personal information and providing advice to staff, patients and service users.
- Liaise with consultants and other health professionals regarding the application of the serious harm test and appropriate release of health record information.
- Collate, prepare and read and accurately redact highly sensitive patient health records at speed in accordance with legal requirements using specialist redaction software.
- Complete subject access requests and other disclosures of health records in accordance with statutory legislation and legal deadlines.
- Prepare health records for sharing information with external organisations.
- Manage requests for the retrieval of legacy paper health records and ensure the secure return to external storage.
- Work collaboratively with the Patient Advisory and Liaison Service to resolve complaints relating to information requests.
- Respond to queries from the Health Records mailbox and log incoming information requests
Please refer to the job description attached for a comprehensive list of duties.
About us
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the "candidate guide to making an application" and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"
Our values are: "Caring, safe and excellent"
We offer a wide range of benefits designed to support your career and wellbeing. These include:
o Excellent opportunities for career progressiono Access to tailored individual and Trust wide learning and developmento 27 days annual leave, plus bank holidays, rising to 33 days with continuous serviceo NHS Discount across a wide range of shops, restaurants and retailerso Competitive pension schemeo Lease car schemeo Cycle to work schemeo Employee Assistance Programmeo Mental Health First Aiderso Staff accommodation (please note waiting lists apply)o Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the supporting statement element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.
Job description
Job responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the supporting statement element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.
Person Specification
Qualifications
Essential
- Higher Education qualification (i.e. A Level/NVQ 3 standard) and/or previous experience in an administrative or legislative role GCSE English and Maths
Knowledge
Essential
- Knowledge of the requirements of the Data Protection Act (2018), UK GDPR (2020), Access to Health Records Act (1990) legislations and Freedom of Information Act 2000
Desirable
- Knowledge of best practice and guidance relating to health records.
- Knowledge of the Caldicott Principles and duty of confidentiality.
Skills
Essential
- Excellent communication skills (written and verbal)
- Ability to prioritise and work to strict legislative and service deadlines
- Excellent organisation skills
- Microsoft Office skills to intermediate level
- Able to build and maintain professional working relationships
- Able to use judgment skills and to seek advice as appropriate.
- Able to demonstrate high attention to detail and achieve a high level of accuracy
- Ability to read and understand large amounts of health information at speed
Experience
Essential
- Experience of working in a customer service environment
- Experience of working with own initiative and awareness of own limitations.
- Experience of working as part of a team
Desirable
- Experience of working with health record systems such as EMIS, RiO and Adastra.
- Experience of working with redaction software
Personal Qualities
Essential
- Respect for the law and the rights and freedoms of individuals.
- A desire for continuous improvement and efficiency.
- Able to demonstrate a good level of integrity, confidentiality, and reliability.
- Willingness to learn new skills, knowledge, processes and systems
- Considerate of the Trust values of Caring, Safe and Excellent in everything they do.
- Ability to travel independently between sites within the Trust.
Person Specification
Qualifications
Essential
- Higher Education qualification (i.e. A Level/NVQ 3 standard) and/or previous experience in an administrative or legislative role GCSE English and Maths
Knowledge
Essential
- Knowledge of the requirements of the Data Protection Act (2018), UK GDPR (2020), Access to Health Records Act (1990) legislations and Freedom of Information Act 2000
Desirable
- Knowledge of best practice and guidance relating to health records.
- Knowledge of the Caldicott Principles and duty of confidentiality.
Skills
Essential
- Excellent communication skills (written and verbal)
- Ability to prioritise and work to strict legislative and service deadlines
- Excellent organisation skills
- Microsoft Office skills to intermediate level
- Able to build and maintain professional working relationships
- Able to use judgment skills and to seek advice as appropriate.
- Able to demonstrate high attention to detail and achieve a high level of accuracy
- Ability to read and understand large amounts of health information at speed
Experience
Essential
- Experience of working in a customer service environment
- Experience of working with own initiative and awareness of own limitations.
- Experience of working as part of a team
Desirable
- Experience of working with health record systems such as EMIS, RiO and Adastra.
- Experience of working with redaction software
Personal Qualities
Essential
- Respect for the law and the rights and freedoms of individuals.
- A desire for continuous improvement and efficiency.
- Able to demonstrate a good level of integrity, confidentiality, and reliability.
- Willingness to learn new skills, knowledge, processes and systems
- Considerate of the Trust values of Caring, Safe and Excellent in everything they do.
- Ability to travel independently between sites within the Trust.
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.
