Access to Records Coordinator

Job description

Job responsibilities

Co-ordinate requests for information under the Access to Health Records procedure ensuring statutory obligations and Trust policies are met.

Provide general administrative functions and support to the Information Governance team.

Use of initiative and judgement as to which information it is appropriate to impart to others, either internally or from external organisations.

Carry out word processing as required in a professional format including preparation of reports, minutes, presentations and drafting response as and when required.

Implement administrative procedures and take initiative to propose changes to working practices to effect improvement.

Responsible for compiling and circulating agendas and papers, taking minutes and transcription of minutes for meetings as required within agreed timescales and Trust protocols.

Planning and organisation of own time, making decisions on prioritisation of workload.

Maintain an efficient filing system, archiving and disposing as appropriate to Trust policy and maintaining an up-to-date contacts list/address book.

Assist patients and public in a sensitive and caring manner during incidental contacts.

Person Specification

Qualifications

Essential

• HNC, NVQ in Business Administration or other high-level administrative/secretarial qualification or equivalent experience

Desirable

• European Computer Driving Licence (ECDL) or MS Office qualification

Experience

Essential

• Dealing with highly sensitive or contentious information
• Managing information databases
• Ability to work on own initiative, cope with pressure, meeting tight deadlines and the ability to prioritise
• Ability to analyse and make judgements / assessments on a range of situations where there is more than one solution
• Excellent written and verbal skills and the ability to communicate at all levels, both internally and externally

Desirable

• Experience in a senior administrative role
• Understanding of the current issues in relation to governance within the NHS
• Providing administrative support within the field of governance
• Working in the health sector and/or a large, complex organisation
• Understanding of Access to Health Records requests and Data Protection legislation

Skill

Essential

• High degree of computer literacy and experience of using Word, Excel, Outlook and PowerPoint
• Ability to work autonomously within defined procedures, seeking guidance from line manager as required - work is managed rather than supervised
• Planning and co-ordinating multiple and complex activities for self and others
• Adaptable and flexible attitude to work
• Ability to train others in own discipline including written and verbal guidance

Desirable

• Report writing, minute writing skills and letter writing skills in an effective, concise manner

other

Essential

• An understanding of the principles of equal opportunities in relation to staff and patients

Desirable

• Ability to travel independently to other locations

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).

Employer details

Employer name

Sussex Community NHS Foundation Trust

Address

Brighton General Hospital

Brighton

BN2 3EW

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)