Job summary
This role is offered in conjunction with the Business Administrator Level 3 Apprenticeship Programme, delivered by PMA. By attending this interview, you are confirming your commitment to undertake the apprenticeship should you be offered and accept the role, and provided you meet the eligibility criteria.
Apprenticeships at The Royal Marsden follow a partnership model between you and the organisation. This means you will be working, studying, and learning a new role all at once. It is a rewarding and demanding opportunity that requires dedication, flexibility, and strong personal motivation.
PMA Business Administration - Cancer Care Contextualised | Incorporating the Level 3 Apprenticeship Standard - PMA
Please note: The recruiting managers will not be able to answer questions specifically related to the apprenticeship programme content. These are managed externally by PMA Ltd.
For any queries specifically about apprenticeships at The Royal Marsden, please contact: apprenticeships@rmh.nhs.uk
Main duties of the job
We have an opportunity for a patient focused individual to join our Medical Records and Release of Information Service , on an Apprenticeship basis. Whether you are already in the NHS looking for a change or wanting that first step in your NHS career, this could be an ideal opportunity to gain experience in a key clinical support service.
The service supports the hospital across several key health record functions including the processing of subject access requests related to access to health records, management of the hospital's chart correction helpdesk, acting as central point of contact for the archiving of health records, and supports activation requests for MyMarsden which gives patients access to their information through our patient app.
The role is cross site with three days in Chelsea and two days in Sutton.
Applicants will have excellent IT skills and demonstrate an ability to deal with confidential and sensitive patient information with excellent attention to detail. Applicants will have strong interpersonal skills and be able to communicate with staff at all levels, with patients, and with patient representatives.
Please use your supporting statement to clearly evidence how your experience meets the essential criteria for this post.
Support and training will be provided, and all team members are encouraged to continue their professional development.
About us
The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital.
At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.
At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways. There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.
Job description
Job responsibilities
For further information, please refer to the Job Description/Person Specification
To carry out in a responsible and efficient way, the processing of Subject Access Requests
To demonstrate the ability to process requests in accordance with the General Data Protection Regulations (GDPR) and the Data Protection 2018 (DPA18).
To assist with the co-ordination of the department to process SARs requests and the retrieval of medical records.
To assist with the retrieval of medical records using our external provider.
To be able to liaise and build relationships with services to make sure that all health records are provided and expectations are managed in a professional manner.
Actioning chart corrections on patient clinical records (EPIC) as requested by clinical staff and following clear guidance.
These responsibilities will be carried out under the guidance of the Health Records Manager who is the direct line Manager for the service.
To apply the Trust policies and procedures for the processing of Subject Access Requests (SAR)
To utilise functionality of the DHR system to log and track all SARs requests from individuals, responding to queries and reviewing content.
To make sure SARs Requests are processed within the legal time frames.
To process incoming and outgoing correspondence in a consistent and timely manner.
To deal with internal and external telephone enquiries, providing advice and act as a source of expertise to a high level of customer service throughout all interactions
To act on own initiative, prioritise own workload
To liaise with the Health records Manager of any complex cases which will cause any delays or breeches as well as any untoward incidents, including data security infringements or breeches of confidentiality in line with trust policy.
To Exercise independent judgment and initiative following data protection guidelines to determine the release of sensitive information this includes gaining appropriate consent and disclosure sign off.
Job description
Job responsibilities
For further information, please refer to the Job Description/Person Specification
To carry out in a responsible and efficient way, the processing of Subject Access Requests
To demonstrate the ability to process requests in accordance with the General Data Protection Regulations (GDPR) and the Data Protection 2018 (DPA18).
To assist with the co-ordination of the department to process SARs requests and the retrieval of medical records.
To assist with the retrieval of medical records using our external provider.
To be able to liaise and build relationships with services to make sure that all health records are provided and expectations are managed in a professional manner.
Actioning chart corrections on patient clinical records (EPIC) as requested by clinical staff and following clear guidance.
These responsibilities will be carried out under the guidance of the Health Records Manager who is the direct line Manager for the service.
To apply the Trust policies and procedures for the processing of Subject Access Requests (SAR)
To utilise functionality of the DHR system to log and track all SARs requests from individuals, responding to queries and reviewing content.
To make sure SARs Requests are processed within the legal time frames.
To process incoming and outgoing correspondence in a consistent and timely manner.
To deal with internal and external telephone enquiries, providing advice and act as a source of expertise to a high level of customer service throughout all interactions
To act on own initiative, prioritise own workload
To liaise with the Health records Manager of any complex cases which will cause any delays or breeches as well as any untoward incidents, including data security infringements or breeches of confidentiality in line with trust policy.
To Exercise independent judgment and initiative following data protection guidelines to determine the release of sensitive information this includes gaining appropriate consent and disclosure sign off.
Person Specification
Education/Qualifications
Essential
- Education to GCSE or Equivalent including Mathematics and English
- Knowledge of patient administration and other related systems, acquired through training experience to NVQ3 equivalent level or Advanced Level of Certificate of Technical Competence (IHRIM) and ECDL or equivalent
Desirable
- Information governance related training attendance / qualifications.
- Qualification or training relating to GDPR and DPA18
Experience
Essential
- Considerable experience in working in health care setting
- Proven administration experience including processing and inputting data
- Customer service experience, face to face and over the phone
- Experience of Maintaining efficient office and filling systems
- Sound knowledge of the General Data Protection Regulations (GDPR) and DPA18
Desirable
- Knowledge of NHS policy and procedures
- Dealing with Subject Access requests
- Dealing with complex issues from the public or service users
- Working knowledge of PAS systems
- Working within a medical records department
Skills Abilities/knowledge
Essential
- Good verbal and communication skills
- Ability to work well in a team
- Ability to make decisions, organise and prioritise
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Knowledge and understanding of quality issues
- Computer Literacy (eg: Microsoft Word and Outlook)
Desirable
- Experience in data processing and following a process
- Working on Electronic retrieval systems
- Collating and Scanning
Person Specification
Education/Qualifications
Essential
- Education to GCSE or Equivalent including Mathematics and English
- Knowledge of patient administration and other related systems, acquired through training experience to NVQ3 equivalent level or Advanced Level of Certificate of Technical Competence (IHRIM) and ECDL or equivalent
Desirable
- Information governance related training attendance / qualifications.
- Qualification or training relating to GDPR and DPA18
Experience
Essential
- Considerable experience in working in health care setting
- Proven administration experience including processing and inputting data
- Customer service experience, face to face and over the phone
- Experience of Maintaining efficient office and filling systems
- Sound knowledge of the General Data Protection Regulations (GDPR) and DPA18
Desirable
- Knowledge of NHS policy and procedures
- Dealing with Subject Access requests
- Dealing with complex issues from the public or service users
- Working knowledge of PAS systems
- Working within a medical records department
Skills Abilities/knowledge
Essential
- Good verbal and communication skills
- Ability to work well in a team
- Ability to make decisions, organise and prioritise
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Knowledge and understanding of quality issues
- Computer Literacy (eg: Microsoft Word and Outlook)
Desirable
- Experience in data processing and following a process
- Working on Electronic retrieval systems
- Collating and Scanning
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.
