Records Manager

Job description

Job responsibilities

The key job responsibilities are:

1. To ensure that a rolling information risk assessment process is undertaken for all trust records (paper and electronic) so that key threats and vulnerabilities are brought to the attention of the Head of Information Governance, and Clinical Systems Steering Group (CSSG), and Trust Records Improvement Programme (TRIP) and presented in an annual risk reduction plan.
2. To develop business cases to support the implementation and support of the Records Management policy and to bring these to the attention of the Head of Information Governance and to ensure that agreed business cases are implemented.
3. Working with Information Governance and IT Security ensure appropriate provision of guidance, education, support and training to the Trusts Information Asset Owners and Information Asset Administrators, to ensure that records management policies are clearly understood and integrated across the Trust.
4. To ensure that Data Protection Impact Assessments (DPIA) are performed whenever:

• A new records system is to be designed or bought or implemented
• A significant change in the use of a records system is proposed
• There is a proposed change in the data processing arrangements or partners e.g. off site records storage companies
• Any other situation where processing operations are likely to present specific risks to the rights and freedoms of data subjects.

1. To support key input to the bidding for new clinical services and to ensure that effective due diligence is applied to the onboarding of new clinical services, with particular reference to the safe and legal onboarding of clinical records or other personal data, be they paper or electronic records.
2. To support the RM aspects of the exit of any clinical services that are passed to another organisation, ensuring compliance with any exit arrangements and ensuring the safe and legal copying or transfer of any personal data in either paper or electronic format.

1. To develop, implement, review and maintain relevant RM policies, standards and procedures so that they are, in compliance with relevant standards. This is to be done in conjunction with key stakeholders both internally (using the CSSG and TRIP as the expert reference groups) and externally across the wider health economies the area.

1. To ensure that appropriate education and training tools are available for all trust members of staff to demonstrate their knowledge of relevant legislation and trust policies and procedures, and to assure managers that their staff are using the education and training tools.
2. To ensure that such tools can provide the management information needed for trust managers to assure themselves that their teams are knowledgeable and are following policies and procedures, or if not, how managers need to take corrective actions regarding their staffs compliance with policies and procedures.
3. To develop a RM and compliance workplan in line with the current records management strategy.
4. To develop a set of key performance indicators in conjunction with CSSG and TRIP, and ensure the routine production of performance reports and exception reports concerning key aspects of breaches of policy, issues, risks, corrective actions and service delivery.
5. To provide an advice and support service to the Trust through the development and management of the Records Management functions.
6. To be aware of all current, emerging and proposed legislation concerning Records Management and to write briefing papers for CSSG and TRIP and other relevant committees, about the impact on the Trust of compliance with same.

Previous applicants need not apply.

Person Specification

Qualifications

Essential

• Masters Degree or Equivalent
• Project management qualification and experience

Desirable

• Training provision qualification

Experience

Essential

• Experience of managing records management related projects
• Experience and expertise in reviewing, planning and target setting processes

Knowledge

Essential

• In depth specialist knowledge, experience and expertise of Records Management to, underpinned by theory and experience
• Knowledge of NHS Information Assurance and Governance policies and tools
• Knowledge and understanding of the privacy by design

Skills

Essential

• Effective interpersonal skills at all levels
• Excellent verbal and written communication 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.

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

Nottinghamshire Healthcare NHS Foundation Trust

Address

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Employer's website

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