Job summary
This is a fantastic opportunity for a highly motivated, enthusiastic and flexible individual to be primarily based within the Records Management Team in Dukinfield, providing administrative support to the RM Helpdesk and archiving functions.
The Records Management Department is responsible for dealing with all records related issues , the post holder will contribute to the Department's responsibility to store, retrieve and transport patient records across the Trust footprint. We work closely with our Information Governance colleagues and our Mental Health Services across the Trust.
Main duties of the job
This role requires a highly organised person with the ability to priorities their workload, work in a calm and effective manner and communicate well at all levels. You will be required to liaise with our services and external service providers to enable the department to meet it's responsibilities to retrieve and transport medical records across the Trust.
About us
The Records Management Department is a small dedicated team providing assistance to all services within the Trust . We work closely with our colleagues in the wider Information Governance department and support other corporate functions.
You will work within an encouraging and supportive team and be provided with on the job training. This is a busy role but we have a relaxed environment and atmosphere.
Job description
Job responsibilities
The post holder will carry out duties in a manner that ensures compliance with departmental targets, Information Governance and Records Management Policies and in line with GDPR
Main Duties & Responsibilities
- To archive records in line with Records Management policy and to follow a specific process and procedure relevant to the type of record.
- Support the Records and Transport Helpdesks in acting as a liaison between services and our offsite storage provider to provide flat pack boxes, arrange record collections, deliveries and record retrievals.
- To quality assure records prior to sending to offsite storage.
- Undertake any other clerical duties as required, including photocopying, scanning and dealing with telephone and E-mail queries to ensure the smooth running of the department
- Keeping the notice boards up to date with information relevant to the Team.
- To become competent in the use of the Trusts electronic systems relevant to the department.
- File records in the correct order on storage racks within Trust libraries and to ensure storage racking is utilised efficiently, moving notes as necessary to maintain a safe working environment within the libraries.
- Using Trust approved methods dispose of any records that meet criteria for destruction.
- Travel to and work in service areas across the Trust as required by the Department
- To assist other Teams within the Information Governance Department undertaking general administration duties as and when required.
Job description
Job responsibilities
The post holder will carry out duties in a manner that ensures compliance with departmental targets, Information Governance and Records Management Policies and in line with GDPR
Main Duties & Responsibilities
- To archive records in line with Records Management policy and to follow a specific process and procedure relevant to the type of record.
- Support the Records and Transport Helpdesks in acting as a liaison between services and our offsite storage provider to provide flat pack boxes, arrange record collections, deliveries and record retrievals.
- To quality assure records prior to sending to offsite storage.
- Undertake any other clerical duties as required, including photocopying, scanning and dealing with telephone and E-mail queries to ensure the smooth running of the department
- Keeping the notice boards up to date with information relevant to the Team.
- To become competent in the use of the Trusts electronic systems relevant to the department.
- File records in the correct order on storage racks within Trust libraries and to ensure storage racking is utilised efficiently, moving notes as necessary to maintain a safe working environment within the libraries.
- Using Trust approved methods dispose of any records that meet criteria for destruction.
- Travel to and work in service areas across the Trust as required by the Department
- To assist other Teams within the Information Governance Department undertaking general administration duties as and when required.
Person Specification
Education/Qualifications
Essential
- oGCSE in English and Maths or NVQ2 or equivalent experience
Desirable
- Recognised IT qualifications e.g. ECDL
Experience
Essential
- Previous administrative experience
- Proficient in the use of Microsoft office,
Desirable
- Experience of working within an information governance/ health records/ Transport logistics environment
Skills and Abilities
Essential
- Ability to communicate with staff at all levels in a professional manner
- Accurate methodical approach
- Ability to accurately input data and High attention to detail
- Ability to work to deadlines and prioritise own workload
- Good organisational skills
- Capable of undertaking routine and repetitive tasks
- Able to work effectively both within a team and individually
Desirable
- Competent in the use of NHS electronic systems.
Physical
Essential
- Able to fulfil the physical demands of the role
Knowledge
Essential
- Understand and comply with the Trust's undertaking of confidentiality
Desirable
- Have an understanding of the GDPR data protection act.
Work Related Circumstances
Essential
- Use of car or access to a means of mobility to travel across the Trust footprint in line with the service needs.
- Willing to carry out all duties and responsibilities of the post in accordance with the Trusts Equal Opportunities and Equality
Person Specification
Education/Qualifications
Essential
- oGCSE in English and Maths or NVQ2 or equivalent experience
Desirable
- Recognised IT qualifications e.g. ECDL
Experience
Essential
- Previous administrative experience
- Proficient in the use of Microsoft office,
Desirable
- Experience of working within an information governance/ health records/ Transport logistics environment
Skills and Abilities
Essential
- Ability to communicate with staff at all levels in a professional manner
- Accurate methodical approach
- Ability to accurately input data and High attention to detail
- Ability to work to deadlines and prioritise own workload
- Good organisational skills
- Capable of undertaking routine and repetitive tasks
- Able to work effectively both within a team and individually
Desirable
- Competent in the use of NHS electronic systems.
Physical
Essential
- Able to fulfil the physical demands of the role
Knowledge
Essential
- Understand and comply with the Trust's undertaking of confidentiality
Desirable
- Have an understanding of the GDPR data protection act.
Work Related Circumstances
Essential
- Use of car or access to a means of mobility to travel across the Trust footprint in line with the service needs.
- Willing to carry out all duties and responsibilities of the post in accordance with the Trusts Equal Opportunities and Equality
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
