Job summary
Would you like to join the NHS in Plymouth? The Health Records department, based at Bush Park in Estover with scenic views and free parking, is looking for an enthusiastic and adaptable Health Records Clerical Officer to provide administrative support to the Central Records Library Managers.
The work is varied and interesting, and applicants will need to demonstrate how they can prioritise their own workload and use their initiative, as well as having excellent organisational and communication skills and an understanding of confidentiality.
Applicants should be educated to GCSE standard or equivalent, have excellent keyboard skills and be proficient in the use of Microsoft Office packages, particularly Word, Excel and Outlook.
If you think this is the role for you then please state in your supporting information, in no more than 200 words, why you are the ideal candidate.
Main duties of the job
To provide and deliver a high standard of administrative support to the Central Records Library (CRL) Managers.
About us
- The post holder will need to demonstrate effective working relationships with staff at all levels. Of particular importance is the need to establish close working relationships with CRL staff, IM&T, Training, Estates, and Procurement departments, NHS Professionals, Service Line Managers, Senior Nursing Staff/Clinicians, external accreditation providers and the complaints department.
- Requirement to work at a VDU screen continuously on most days
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.
Job description
Job responsibilities
- Maintain CRL staff sickness, annual leave and overtime forms, recording information on the appropriate spreadsheets and individual staff records on the Healthroster system.
- Assist with the monitoring of statutory training and appraisals due for CRL staff.
- Administer and maintain the ordering of stationery for CRL, including the Prepping teams at Bircham House and Derriford Hospital, using the EPROC system and liaising with the Procurement and Stores departments.
- Book NHS Professionals (agency) staff shifts and authorise timesheets.
- Assist with the organisation and minute taking of meetings, ensuring related correspondence is circulated to the appropriate parties.
- Maintain the CRL Late/Appointment spreadsheet, keeping a record of staff lateness and appointments attended during working hours.
- Assist with monitoring CRL related incidents created on the Datix system, referring them to the appropriate Team Leader/Supervisor.
- Assist with the recruitment process, including the completion of Workforce and Financial approval forms, and job adverts.
- Assist with requesting training for staff as required.
- Administration of central circulation/distribution lists.
- Assist with maintaining the Staffing Levels spreadsheet.
- Assist with managing CRL Managers diaries.
- Run reports from Healthroster to monitor leave and sickness.
- General administration and filing.
- There is a frequent requirement to concentrate when working, whilst having the ability to respond to ad-hoc interruptions and urgent queries throughout the day.
- Confidentiality is essential when processing information regarding the department and its staff members.
- Undertake any other duties commensurate with the grade of post in agreement with the department manager.
- Maintain the status of a closed Medical Records library by ensuring identification of visitors to the department is checked at all times.
Job description
Job responsibilities
- Maintain CRL staff sickness, annual leave and overtime forms, recording information on the appropriate spreadsheets and individual staff records on the Healthroster system.
- Assist with the monitoring of statutory training and appraisals due for CRL staff.
- Administer and maintain the ordering of stationery for CRL, including the Prepping teams at Bircham House and Derriford Hospital, using the EPROC system and liaising with the Procurement and Stores departments.
- Book NHS Professionals (agency) staff shifts and authorise timesheets.
- Assist with the organisation and minute taking of meetings, ensuring related correspondence is circulated to the appropriate parties.
- Maintain the CRL Late/Appointment spreadsheet, keeping a record of staff lateness and appointments attended during working hours.
- Assist with monitoring CRL related incidents created on the Datix system, referring them to the appropriate Team Leader/Supervisor.
- Assist with the recruitment process, including the completion of Workforce and Financial approval forms, and job adverts.
- Assist with requesting training for staff as required.
- Administration of central circulation/distribution lists.
- Assist with maintaining the Staffing Levels spreadsheet.
- Assist with managing CRL Managers diaries.
- Run reports from Healthroster to monitor leave and sickness.
- General administration and filing.
- There is a frequent requirement to concentrate when working, whilst having the ability to respond to ad-hoc interruptions and urgent queries throughout the day.
- Confidentiality is essential when processing information regarding the department and its staff members.
- Undertake any other duties commensurate with the grade of post in agreement with the department manager.
- Maintain the status of a closed Medical Records library by ensuring identification of visitors to the department is checked at all times.
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience working with PC's and MS Office
- Demonstrable clerical/administrative experience
Desirable
- Proven knowledge of patient management systems and Health Records/Case note Procedures
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Excellent written and verbal communication skills
- Accuracy and attention to detail
- Organisational skills
- Confidentiality
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience working with PC's and MS Office
- Demonstrable clerical/administrative experience
Desirable
- Proven knowledge of patient management systems and Health Records/Case note Procedures
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Excellent written and verbal communication skills
- Accuracy and attention to detail
- Organisational skills
- Confidentiality
Additional information
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).
