Job summary
We are seeking to recruit an enthusiastic and highly motivated Information Access Administrator to join the Disclosure Team based within the Chief Executive's Directorate.
The successful candidate will be responsible for providing day-to-day administrative services in relation to the disclosure of information, working within a fast-paced disclosure team.
The successful candidate will be able to demonstrate excellent communication skills, providing support and assistance to members of the public, patients, staff and other organisations in relation to information disclosure.
We require a conscientious candidate with the ability to prioritise and organise workload to provide a timely and accurate service to ensure deadline are met with competing and challenging priorities.
- Interview date: 4th June 2024
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
- The post holder will assist the processing of approximately 7500 requests per annum (patients and third party)
- Member of the Disclosure Team
- Support the processing of a comprehensive disclosure service providing information to patients and third parties
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- The post holder will be part of the Disclosure Team and will be responsible for providing the day-to-day operations of a high quality, effective and efficient records request service
- The post holder will provide support to the Disclosure Team by ensuring that any request for records is processed within the requested timeframe
- They will log requests for records on relevant systems
- They will locate the requested records and record the tracking activity on the relevant information system
- The post holder will undertake the reproduction of records, when required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- The post holder will be part of the Disclosure Team and will be responsible for providing the day-to-day operations of a high quality, effective and efficient records request service
- The post holder will provide support to the Disclosure Team by ensuring that any request for records is processed within the requested timeframe
- They will log requests for records on relevant systems
- They will locate the requested records and record the tracking activity on the relevant information system
- The post holder will undertake the reproduction of records, when required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- NVQ Level 2 in administrative processes or equivalent experience
Desirable
- Microsoft Office Skills Training (MOST) qualification or IT qualification
Knowledge & Experience
Essential
- Understanding the importance of confidentiality and respecting the rights of patients and staff
- Previous clerical experience
- Experience of proof reading with attention to detail and accuracy
- Experience of working as part of a team and individually
Desirable
- Previous experience working in a Subject Access Request, Health Records Team or Information Disclosure Team
- Knowledge of the Trusts Electronic patient records system
- Knowledge of GDPR and the Data Protection Act
- Knowledge of NHS policies and procedures
Skills & Abilities
Essential
- Excellent communication and interpersonal skills, face-to-face and telephone
- Proven IT skills with the experience of supporting and maintaining IT systems, ensuring the accuracy of data
- Ability to organise workloads and prioritise duties
Person Specification
Qualifications & Education
Essential
- NVQ Level 2 in administrative processes or equivalent experience
Desirable
- Microsoft Office Skills Training (MOST) qualification or IT qualification
Knowledge & Experience
Essential
- Understanding the importance of confidentiality and respecting the rights of patients and staff
- Previous clerical experience
- Experience of proof reading with attention to detail and accuracy
- Experience of working as part of a team and individually
Desirable
- Previous experience working in a Subject Access Request, Health Records Team or Information Disclosure Team
- Knowledge of the Trusts Electronic patient records system
- Knowledge of GDPR and the Data Protection Act
- Knowledge of NHS policies and procedures
Skills & Abilities
Essential
- Excellent communication and interpersonal skills, face-to-face and telephone
- Proven IT skills with the experience of supporting and maintaining IT systems, ensuring the accuracy of data
- Ability to organise workloads and prioritise duties
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
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).
