Job summary
We are looking for an enthusiastic, well-motivated Administrator to join the Access to Health Records Team at Bradford Teaching Hospitals NHS Foundation Trust.
We are looking for someone with excellent communication, time management and organisational skills and must be able to work under pressure.
The job holder must be able to use their own initiative and prioritise their own workload ensuring deadlines are met as specified.
Previous administrative and IT skills are essential and previous experience with relevant PAS system & Word applications would be advantageous as is a good working knowledge of the NHS. Ideally, you would have previous experience with Data Protection and Subject Access Requests, though extensive training will be provided as part of the role.
For informal queries, please contact Caroline Whitaker, Team Manager, on 01274 365671.
Main duties of the job
- To be able to share knowledge of the policy, procedure, and relevant legislation in order to provide non-clinical advice to patients, relatives, and external organisations on the legislation and the procedure
- To accurately handle information received into the department, and ensure an accurate and timely information exchange
- To provide an excellent customer service to external and internal individuals and teams.
- To take responsibility for handling sensitive patient records, and upholding Trust Policies, as well as Information Governance and Confidentiality standard practices, and to be an authorised administrator for the release of records when appropriate, as an authorised witness/signatory for identify and right of access checks.
- To respond to email and telephone queries in a polite and professional manner
- To prioritise the workload to ensure that all requests are handled within a timely manner, and to prioritise under the direction of the Team Leader.
- To analyse incoming information and requests, in order to navigate the request or query to the correct information
- To work collaboratively with other members of the team
- To support junior members of the team and to provide day to day supervision to apprentice colleagues.
- To manage all requests for information within timescales and be flexible in approach.
- To provide a high standard of administrative and clerical support
- To be able to resolve contentious issues in a professional manner
- To undertake regular audits of own work
About us
At Bradford Teaching Hospitals we're passionate about providing outstanding care for the people of the Bradford district and communities across the North of England. We're keen to meet people interested in sharing our passion and helping us continue to deliver the highest quality of care to our patients.
We're a renowned teaching hospital trust at the forefront of research, education and development, with a state-of-the-art simulation and skills training centre on site.
In short, we can help you lift your career to the next level. We've received huge investment to improve patient care which means we have truly world-class facilities including a brand-new neonatal suite, state-of-the-art intensive care unit, a newly refurbished A&E department, new children's unit and a welcoming, modern atrium and reception area for staff and visitors.
Job description
Job responsibilities
Please see detailed Job Description and Person Specification attached to this advert for more information.
Closing date may change dependent on the response
Job description
Job responsibilities
Please see detailed Job Description and Person Specification attached to this advert for more information.
Closing date may change dependent on the response
Person Specification
Experience
Essential
- Previous administrative and clerical experience
- Experience of planning and organising work allocation, management of diary and meetings
- Previous experience of providing an excellent level of customer service
- Extensive experience/knowledge of computers, data input and word processing
- Experience of working with the Health Records policies and procedures and ensuring that service quality is maintained.
- Experience of handling complex processing issues where detailed data and process understanding is required in order to take corrective action.
- Experience of working face to face and/or telephone contact with the general public, including the handling of complaints and complex calls.
- Experience of providing guidance to other team members on the processes and policies being executed by the team.
- Experience of offering suggestions for improving own or team working practices.
Desirable
- Experience of supporting colleagues, providing training, and co-ordinating activities
- Previous experience of working within the NHS
Skills
Essential
- Excellent Literacy and Numeracy skills
- Ability to make judgements when responding to queries and assessing the situation
- Excellent verbal and written communication skills, with the ability to comprehend complex information, and provide information in a manner appropriate to the situation
- Ability to achieve thoroughness and accuracy when accomplishing a task
- Attention to detail, and the ability to make accurate notes and records
- Ability to understand and follow policies and procedures, and operate within the bounds of Trust and team policies
Knowledge
Essential
- Knowledge of the GDPR, Data Protection Act 1998, Access to Health Records Act 1990 and their application.
- Understanding of Information Governance and Confidentiality
- Knowledge and understanding of Microsoft Office packages, including use of Excel and Power-point, internet, e-mail etc...
- Knowledge of Patient Administration System (or equivalent system)
Qualifications
Essential
- Educated to NVQ Level 3 and ECDL (or equivalent)*
- Evidence of ongoing personal development
Person Specification
Experience
Essential
- Previous administrative and clerical experience
- Experience of planning and organising work allocation, management of diary and meetings
- Previous experience of providing an excellent level of customer service
- Extensive experience/knowledge of computers, data input and word processing
- Experience of working with the Health Records policies and procedures and ensuring that service quality is maintained.
- Experience of handling complex processing issues where detailed data and process understanding is required in order to take corrective action.
- Experience of working face to face and/or telephone contact with the general public, including the handling of complaints and complex calls.
- Experience of providing guidance to other team members on the processes and policies being executed by the team.
- Experience of offering suggestions for improving own or team working practices.
Desirable
- Experience of supporting colleagues, providing training, and co-ordinating activities
- Previous experience of working within the NHS
Skills
Essential
- Excellent Literacy and Numeracy skills
- Ability to make judgements when responding to queries and assessing the situation
- Excellent verbal and written communication skills, with the ability to comprehend complex information, and provide information in a manner appropriate to the situation
- Ability to achieve thoroughness and accuracy when accomplishing a task
- Attention to detail, and the ability to make accurate notes and records
- Ability to understand and follow policies and procedures, and operate within the bounds of Trust and team policies
Knowledge
Essential
- Knowledge of the GDPR, Data Protection Act 1998, Access to Health Records Act 1990 and their application.
- Understanding of Information Governance and Confidentiality
- Knowledge and understanding of Microsoft Office packages, including use of Excel and Power-point, internet, e-mail etc...
- Knowledge of Patient Administration System (or equivalent system)
Qualifications
Essential
- Educated to NVQ Level 3 and ECDL (or equivalent)*
- Evidence of ongoing personal development
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).
