Mid and South Essex NHS Foundation Trust

Access To Records Team Lead

This job is now closed

Job summary

The Access to Records team are responsible for delivering the complete Access to Records Service in accordance with the legal requirements as defined in the General Data Protection Regulations (2018) and the Health Records Act. Requests may be received from individual patients, Coroners,Courts, Review Panels, Solicitors, Police, Local Authorities, other NHS Providers and external organisations.

You will ensure the team deal with access to records requests while adhering to national legislation and local policies, including managing requests in an efficient and appropriate manner and within set deadlines.The Access to Records Team Leader will ensure requests are logged accurately and to be responsible for ensuring that the request is legitimate and in line with the requirements of the General Data Protection Regulations (GDPR 2018).

The post holder will ensure that all relevant checks have been undertaken and that applicants have appropriate authority and consent to access records. All copies of records will be accurate, legible,and complete and provided in the format that they were requested.

The Access to Records Team Leader will be responsible for the management and coordination of the Access to Records Administrators rota's, annual leave, training and sickness leave.

Main duties of the job

To ensure that the team provides an excellent level of customer service.

To ensure that the Access to Records team works within Trust policies and procedures to manage Access to Records requests within agreed GDPR timescales.

Act as a first point of contact for Access to Records Administrators and external service users and respond to, or escalate, any issues as they arise.

Provide relevant support to Access to Records staff in listening, helping and assisting patients sensitively who may be bereaved or dealing with complex family situations.

Support the Service Manager for Access to Records to gather information to support complaint responses.

Monitor and utilize data retrieved from the Access to Records portal to consider areas of improvement or additional staffing and discuss with Service Manager for Access to Records.

Manage investigations into intensive searches for notes that are missing or have been misfiled in the Health Records Centre or elsewhere including reporting non-compliance on the Trusts risk register.

Propose changes to the day to day working processes to improve the efficiency of the department.Implement and monitor changes to working practices as specified by the Service Manager for Access to Records.

Oversee staff rotas to ensure continuity of administrative services and adequate cover for the office function during periods of absence and leave.

About us

Mid and South Essex NHS Foundation Trust is now one of the largest in the country, with a workforce of approximately 15,000 who serve a population of 1.2 million people.We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and well-being of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook - if you are dynamic, forward-thinking and enthusiastic we want you to join us.

We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress.

Date posted

03 October 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 a year Per Annum (Pro Rata for Part Time)

Contract

Permanent

Working pattern

Job share

Reference number

390-COR-BR-1219

Job locations

Broomfield

Chelmsford

CM1 7ET

Job description

Job responsibilities

Please see the attached Job Description for more information.

Please ensure you have read the job description fully.

Job description

Job responsibilities

Please see the attached Job Description for more information.

Please ensure you have read the job description fully.

Person Specification

Other

Essential

Able to work flexibly to the needs of the service
Work effectively under pressure and meet deadlines

Personal and people Development

Essential

Promote and support development of others
Motivation, diplomacy, reliability, good timekeeping, professional manner

Essential

NVQ Level 4 or equivalent Access to Records experience

Knowlege and experience

Essential

Ability to work to deadlines and in a pressured environment
Ability to read, interpret and present complex data both manual and computerised
Intermediate PC skills, e.g. Microsoft Excel, Word, PowerPoint
Excellent attention to detail

Desirable

Working knowledge of GDPR and Access to Health Records Acts

Communication skills

Essential

Excellent verbal and written communication skills.
Ability to work with, and support a range of staff

Person Specification

Other

Essential

Able to work flexibly to the needs of the service
Work effectively under pressure and meet deadlines

Personal and people Development

Essential

Promote and support development of others
Motivation, diplomacy, reliability, good timekeeping, professional manner

Essential

NVQ Level 4 or equivalent Access to Records experience

Knowlege and experience

Essential

Ability to work to deadlines and in a pressured environment
Ability to read, interpret and present complex data both manual and computerised
Intermediate PC skills, e.g. Microsoft Excel, Word, PowerPoint
Excellent attention to detail

Desirable

Working knowledge of GDPR and Access to Health Records Acts

Communication skills

Essential

Excellent verbal and written communication skills.
Ability to work with, and support a range of staff

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.

Certificate of Sponsorship

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

Certificate of Sponsorship

Employer details

Employer name

Mid and South Essex NHS Foundation Trust

Address

Broomfield

Chelmsford

CM1 7ET

Employer's website

https://www.mse.nhs.uk (Opens in a new tab)

Employer details

Employer name

Mid and South Essex NHS Foundation Trust

Address

Broomfield

Chelmsford

CM1 7ET

Employer's website

https://www.mse.nhs.uk (Opens in a new tab)