Job summary
The Information Governance Department are looking to recruit a Records Clerk on a permanent, full time basis to provide a Trustwide Records Service.
Main duties of the job
To maintain the records archive catalogues by recording details from records onto spreadsheets.
To process requests/orders for the retrieval of files from Trustwide clinical and corporate services.
Carry out general office procedures such as filing, photocopying, opening post etc.
Scan file and box barcodes onto a spreadsheet.
Apply new barcodes to files and boxes.
Replace damaged folders with new folders
Input data accurately and quickly into spreadsheets
Accesses the electronic patient records system to identify correct patient record and retrieve basic patient information.
Respond to archiving and file order requests received from clinical services in a timely manner.
Prepare statutory quarterly submissions of suicide and homicide data (details of the clinical team and clinician with whom the patient last had clinical contact) and sends to Manchester University. This includes exposure to records that contain emotional and distressing information, for example, abuse, self-harm, suicide and homicide.
Finds and retrieves information from a variety of different IT systems including national systems, 'in-house' systems, legacy systems and paper records. Inputs and updates information accurately into a spreadsheet, e.g., name, date of birth, date of last contact etc.
Accesses the Trust intranet and internet to retrieve information.
About us
The Information Governance Team is small team based in the Digital and Data Services Directorate. Archive Records Clerks are based in various locations around the Trust including Durham, Middlesbrough and York. There are seven Archive Records Clerks who provide a Trustwide records service for the organisation.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.
Person Specification
Qualifications
Essential
- NVQ2 in an administrative subject area
- ECDL or equivalent experiential learning
- Key skills in literacy and numeracy Level 2 or O Level/GCSE in Maths and English grade C or above
Desirable
- Knowledge of NHS, NHS Elite and NHS Health.
Experience
Essential
- Using spreadsheets and databases to record information and to search for specific information.
- Using email to effectively communicate with colleagues
- Using word processing software to create and edit documents
Desirable
- Experience of working with health records in some capacity whether paper or electronic
- Experience of working with the Data Protection Act and the NHS Code of Practice on Confidentiality
Knowledge
Essential
- An understanding of confidentiality within the context of the post
- Knowledge of general office systems and practices
Skills
Essential
- Ability to learn and use a wide variety of IT systems including national and bespoke 'in-house' systems.
- Accurate data input.
- Ability to handle personal and business information according to confidentiality requirements.
- Effective communication with colleagues through face-to-face contact and telephone and email contact.
- Ability to work as part of a team.
- Literate with very good spelling.
- Good eye for detail
Person Specification
Qualifications
Essential
- NVQ2 in an administrative subject area
- ECDL or equivalent experiential learning
- Key skills in literacy and numeracy Level 2 or O Level/GCSE in Maths and English grade C or above
Desirable
- Knowledge of NHS, NHS Elite and NHS Health.
Experience
Essential
- Using spreadsheets and databases to record information and to search for specific information.
- Using email to effectively communicate with colleagues
- Using word processing software to create and edit documents
Desirable
- Experience of working with health records in some capacity whether paper or electronic
- Experience of working with the Data Protection Act and the NHS Code of Practice on Confidentiality
Knowledge
Essential
- An understanding of confidentiality within the context of the post
- Knowledge of general office systems and practices
Skills
Essential
- Ability to learn and use a wide variety of IT systems including national and bespoke 'in-house' systems.
- Accurate data input.
- Ability to handle personal and business information according to confidentiality requirements.
- Effective communication with colleagues through face-to-face contact and telephone and email contact.
- Ability to work as part of a team.
- Literate with very good spelling.
- Good eye for detail
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).
