Job summary
30 hours per week (internal only)
As an admin officer in health
records, you will support the smooth running of our Records Management
function, ensuring patient and organisational records are handled securely,
accurately and in line with national guidance. You will work closely with the
wider IG team and colleagues across the Trust to provide a reliable and
professional records service.
Key responsibilities include:
Maintain accurate records logs
and databases
Handle requests for
information sensitively and in line with GDPR and record keeping procedures.
Support the day to day running
of the Records Management service
Promote good record
keeping practice across the organisation
We are aware that an increasing number of applicants are
using AI technology to generate responses on NHS Job application forms. We
strongly discourage this and will conduct a thorough screening process before
selecting candidates to progress to the next stage. If you are using AI to
enhance your application, please disclose this in your NHS Jobs application
form.
At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements)set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.
Main duties of the job
Role Descriptor:
AfC band 3, Administrative Officer (Access to Health Records)
Undertake
delegated duties under the supervision of the Information Governance Officer,
consulting as necessary and working collaboratively to deliver a comprehensive
access to health records service
Undertake all
necessary administrative tasks associated with processing requests to access
health records
Ensure all
request are processed confidentiality and comply with the requirements of the
General Data Protection Regulation and Data Protection Act 2018
Ensure all new
requests have the appropriate consent to release and escalate discrepancies to
the Information Governance Officer
Enter new
request information onto the team spreadsheet and ensure spreadsheet is
maintained so that progress of requests can be tracked and reporting
information can be extracted
Process
requests within required timescales by prioritising and managing own workload
Access
SystmOne and other patient information systems to identify and locate records
as appropriate
Work closely
with clinical teams in tracking, collating and preparing records for disclosure
Maintain effective communication with external parties via telephone, email,
letters and, on occasion, in person, e.g.: patients/ service users, parents.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will:
under the supervison/direction of the Line
Manager/Administrative Supervisor, within a delegated framework for agreed
tasks and seeking support as and when necessary, provide a comprehensive,
confidential, Secreterial/administrative service to clinical/support services,
in an efficient and confidential manner.
provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
may work within clinical environments where
conflict resolution may be required.
act as principal point of contact
for users of the service eg,individuals from within/outside the Trust, service
users and members of the public etc.
Please see attached job description for further information.
Job description
Job responsibilities
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will:
under the supervison/direction of the Line
Manager/Administrative Supervisor, within a delegated framework for agreed
tasks and seeking support as and when necessary, provide a comprehensive,
confidential, Secreterial/administrative service to clinical/support services,
in an efficient and confidential manner.
provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
may work within clinical environments where
conflict resolution may be required.
act as principal point of contact
for users of the service eg,individuals from within/outside the Trust, service
users and members of the public etc.
Please see attached job description for further information.
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience
- Copy /audio typing if applicable to role
- Note/minute taking
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
- In working as an effective team member with minimum supervision
- In working in a busy environment with competing demands
- Understanding of the need to maintain strict confidentiality
- In using a degree of initiative
- in organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment
- In dealing with the public
- Of NHS software programme
- Leadership skills
- Customer Care skills
- Excellent IT skills
Special Knowledge and Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- In, decision-making and prioritisation
- Knowledge of Data Protection Act
- Customer care skills
- Good interpersonal skills
- Diversity/Cultural understanding
- Resilience to pressure and exposure to emotional, distressing situations
- Non-judgemental, empathetic manner
- Able to use observation skills to identify potential risks and act appropriately
- Demonstrates Trust Values
- Able to fulfil the requirements of the Trusts value based induction
Desirable
- Knowledge of information governance
- Problem solving skills
Qualifications
Essential
- Must be appropriate to the role::
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services)
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Training.
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience
- Copy /audio typing if applicable to role
- Note/minute taking
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
- In working as an effective team member with minimum supervision
- In working in a busy environment with competing demands
- Understanding of the need to maintain strict confidentiality
- In using a degree of initiative
- in organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment
- In dealing with the public
- Of NHS software programme
- Leadership skills
- Customer Care skills
- Excellent IT skills
Special Knowledge and Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- In, decision-making and prioritisation
- Knowledge of Data Protection Act
- Customer care skills
- Good interpersonal skills
- Diversity/Cultural understanding
- Resilience to pressure and exposure to emotional, distressing situations
- Non-judgemental, empathetic manner
- Able to use observation skills to identify potential risks and act appropriately
- Demonstrates Trust Values
- Able to fulfil the requirements of the Trusts value based induction
Desirable
- Knowledge of information governance
- Problem solving skills
Qualifications
Essential
- Must be appropriate to the role::
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services)
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Training.
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
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.
