Band 4 Health Records / SARs Administrator - Devizes

Avon & Wiltshire Mental Health Partnership NHS Trust

The closing date is 15 May 2025

Job summary

Are you looking for a change? Exciting opportunity has arisen to come and join the Health and Social Care Records Team. One of two Administrators both co-ordinating and managing day to day physical record archiving and to help co-ordinate and process requests made to access personal / sensitive data contained within the Health Record. Knowledge and awareness of Data Protection and GDPR would be advantageous.

A centralised function based on two sites, you will need to be able to communicate confidently with both internal and external bodies such as: Police, Courts, Solicitors. A professional manner requiring commitment in making sure a legal process is followed.

Overseeing a team of two but also covering the Band 4 Administrator in Bristol when on leave. This does not have to be on site but a regular visit would be helpful for team cohesiveness.

Main duties of the job

The most challenging part of this operational role will be to effectively deal within a large, complex organisation with multiple deadlines and priorities. The team is split across two sides of the Trust and maintaining team cohesiveness can be challenging when complex issues arise in different parts of the Trust. Inevitably, given the nature of the trust's work, from time to time you will work with some information that is of a distressing nature. Good communication is required by all to enable individual and team wellbeing to be maintained.

About us

We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust): a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.

We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.

Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.

At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.

Date posted

01 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

342-EFM024-0525

Job locations

Green Lane Hospital

Marshall Road

Devizes

SN10 5DS

Job description

Job responsibilities

1. Help manage and co-ordinate SARs and other requests.

2. Oversee the work of office staff where necessary, allocating duties, prioritising work and ensuring acceptable standards are maintained.

3. Ensure systems are in place for the gathering of performance monitoring information and providing this to the Service Manager on a monthly, quarterly and annual basis and where required showing comparisons with previous periods..

4. Answer the telephone, being the first point of contact for callers at Green Lane for SARs and Records Office dealing sensitively with enquiries.

5. Receiving visitors to the service, by telephone, in person, directing people as appropriate.

6. Liaise with other departments and parts of the organisation, following up information and gathering data as needed.

7. Receive, sort and distribute daily post, prioritising information received and ensuring urgent matters are flagged appropriately.

8. Take accurate messages, ensuring they are passed on to the appropriate person in the team.

9. Produce high quality word processed letters, reports and other documents as required.

10. To utilise skills in MS Office to set up spreadsheets and Power Point presentations.

11. Order stationery and office supplies, maintaining a stock of standard equipment.

12. To maintain the health roster for staff.

13. Respond to ad-hoc requests effectively and in good time. Manage multiple tasks whilst allowing for inevitable distractions.