Job summary
To be accountable and responsible for the Governance and Assurance processes of the University Hospitals Plymouth NHS Trusts Health Records Service providing direct support and cover for the Chief Support Officer & Head of Health Records as required.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To directly line manage the Health Records teams as required and be responsible for staffing issues including communication, recruitment and retention, absence, leave, training and development, performance management and departmental workload and allocation.
To manage the development, review and authorisation of all Trust health records, governance, security and confidentiality policies, procedures and protocols, placing actions where necessary for the development and updating of such documents.
To provide assurance via monthly updates to various Trust wide groups and to the Chief Support Officer & Head of Health Records, that effective systems and processes are in place to manage the Trusts Health Records Service.
To manage the ongoing bi-monthly work schedule for the Health Records Steering group (HRSG)
To continually improve and develop the Health Records service, through effective on-going information presented to the key groups of staff. This will be tailored to individuals or to staff groups using effective interpersonal and communication skills. Through this process, the post holder is often likely to meet significant barriers to understanding and acceptance of the complex process issues.
To represent UHP at the South West Health Records Managers Meetings
To manage a Departmental Budget of - £462,054
To manage staffing of 6 WTE
About us
University Hospitals Plymouth NHS Trustis the largest teaching hospital trust in the South West. We employ almost 10,000 staff that workin 350 different roles, plus hundreds of volunteers.
We're not perfect but we really do live by our values and caring for our colleagues helps ensure, in turn, that they are able to deliver the best possible care to our patients.
We offer great opportunities for career development in a highly progressive working environment and we offer all of this in a vibrant, modern city with a historic reputation for adventure.
Job description
Job responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
Departmental Management
To Provide an efficient and effective Governance, Assurance and Strategy service.
- To directly line manage Health Records Teams and be responsible for staffing issues including communication, recruitment and retention, absence, leave, training and development, performance management and departmental workload and allocation.
- To ensure all governance standards are achieved and Health Records strategy targets are met within the timescales and to alert the Chief Support Officer & Head of Health Records of any outliers.
- To develop and maintain effective working relationships between all staff and key service users.
Staff Management and Development
- Ensures that all staff within the Teams adhere to the targets and key performance indicators to ensure records are managed appropriately.
- Responsible for staffing issues including communication, recruitment and retention, absence, leave, training and development, performance management and departmental workload and allocation.
- To act as recruiting officer during interviews for the Health Records Teams
- To Conduct meetings to discuss sickness record, if required and back to work interviews following sickness.
- To Conduct regular performance related staff meetings as the need arises.
- To ensure that staff receive an appraisal and that staff development is in place to achieve a motivated and skilled workforce.
- To ensure that effective communication exists within the department, with staff and related services.
- To provide support and advice to relevant team to facilitate individuals development.
- To develop workforce plans, analysing trends in workload and task content.
- Ensures that all staff are motivated, provide a high quality customer service and are professional / courteous at all times.
- Updates all daily targets and staffing spread sheets including leave, absence and training.
- Performance manages staff in a timely and efficient manner keeping accurate records and deal with staff disciplinary and grievance matters.
- Reviews monthly internet reports to ensure that staff usage remains strictly in line with the Internet Acceptable Use policy.
- Ensures that services are patient centred and that a culture of continuous quality improvement is developed.
- Authorises annual leave requests, ensuring that there is sufficient cover at all times.
- Ensure that staff records are appropriately and confidential filed into employment files.
Health Records Governance & Assurance
- To administer any complaints that are received by the department, responding in accordance to the Trusts Policy and recommending / implementing any changes that are required to prevent any recurrence.
- To monitor compliance with Trust Health Records policies.
- To provide advice and guidance to a range of people on all aspects of legislation relating to health records:
- Caldicott Principles (2103)
- Data Protection Legislation
- Freedom of Information Act 2000
- Information Commissioner Codes of Practice
- CQC records management assurance
- Records Management Code of Practice 2021
Budgetary Responsibilities
- Manages the pay and non-pay budgets of Health Records Teams.
- Uses sound financial management skills to keep within budget and within predefined monthly control totals, identifying efficiency improvements and meeting any income generation targets as required in accordance with the Trusts financial plans and regulations.
- Undertakes annual budget training as per Trust policy
- Identifies areas of adverse spend and formulates recovery plans
- Develops and implements cost savings based on increasing productivity, efficiency and reducing spend
- Participates in budget setting on an annual basis
- Assists in annual business planning as directed by the Chief Support Officer & Head of Health Records.
Bush Park Site Management
- Ensures that all Health Safety and Fire, Information Security, Governance and security of staff and the building issues are discussed on a regular basis with the CRL Manager (Operations)
- Escalate issues surrounding equipment malfunction to the appropriate supplier
- Ensures the use of the equipment is conducted in a safe, structured and appropriate manner
- Feeds into the development and maintenance of business continuity plans for the Central Records Library.
- Monitoring health and safety risks and hazards in the workplace
- Advising employees on how to minimise or ultimately avoid risks and hazards in the workplace
- Ensuring the Health Records business is legally compliant with all health and safety legislation
- Working with and training all employees to manage, monitor and improve the health and safety standards in the workplace
- Being responsible for all safety inspections in the workplace (for example, monitoring noise levels in a warehouse)
- Assisting with the creation and management of health and safety monitoring systems and policies in the workplace
- Managing emergency procedures (such as fire alarm drills) and organising emergency teams such as fire marshals and first aiders
- Ensures that each employee knows his/her responsibility and are equipped to play their part.
- Conducts Risk Assessments on activities within the department ensuring that the methods and systems of work are safe and that the necessary procedures, rules and regulations designed to achieve this are formulated, published and applied.
- Provides written instructions of work methods outlining potential hazards and precautions, and ensure they are complied with.
- Ensures accident and near-miss reporting procedures are understood and complied with and to assist with accident investigations where appropriate.
- Ensures the Statutory Notices, the Safety Policy, Insurance Certificate and the names of appointed First Aiders are displayed and maintained in prominent locations.
- Reprimands any employee for failing to discharge their health and safety responsibilities.
Communication
- Responsible for all Governance & Assurance Health Records communications on the UHP Noticeboard.
- Regularly updates all Trustwide Health Records Policies and Procedures as required.
- Builds strong working relationships with staff across the Trust and other sites to raise awareness of procedures, processes and developments within Health Records
- Implements policies for own work area and propose changes to working practices or procedures for own work area.
- Attends relevant meetings to ensure a cascade of critical information is delivered
Planning and Service Redesign
- Provides direct support and cover for the Chief Support Officer & Head of Health Records for both the Health Records Governance & Assurance across the Trust as required.
- Undertakes additional projects as directed by Chief Support Officer & Head of Health Records.
- To lead on the delivery of key modernisation projects.
- To work with the Chief Support Officer and Head of Health Records to develop sophisticated models of capacity and demand, process map and identify bottlenecks and solutions to these, with relevant teams, in order to constantly maximise the opportunities for improvement
- To undertake benchmarking with the aid of relevant tools to seek best practice
General Management
- Deputises for the Chief Support Officer & Head of Health Records as required.
- To undertake other duties as required by the Chief Support Officer and Head of Health Records.
COMMUNICATIONS & WORKING RELATIONSHIPS
- CRL Manager (Operations)
- CRL Receipt & Dispatch Team
- CRL Archive & Maintenance Team
- Service Line Management Teams
- Ward Managers
- Clinicians
- OMC Manager
- OMC Team
- IM&T Team
- IM&T Clinical Systems Teams
- IM&T Digital Transformation Team
- Records Managers in other Trusts
Job description
Job responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
Departmental Management
To Provide an efficient and effective Governance, Assurance and Strategy service.
- To directly line manage Health Records Teams and be responsible for staffing issues including communication, recruitment and retention, absence, leave, training and development, performance management and departmental workload and allocation.
- To ensure all governance standards are achieved and Health Records strategy targets are met within the timescales and to alert the Chief Support Officer & Head of Health Records of any outliers.
- To develop and maintain effective working relationships between all staff and key service users.
Staff Management and Development
- Ensures that all staff within the Teams adhere to the targets and key performance indicators to ensure records are managed appropriately.
- Responsible for staffing issues including communication, recruitment and retention, absence, leave, training and development, performance management and departmental workload and allocation.
- To act as recruiting officer during interviews for the Health Records Teams
- To Conduct meetings to discuss sickness record, if required and back to work interviews following sickness.
- To Conduct regular performance related staff meetings as the need arises.
- To ensure that staff receive an appraisal and that staff development is in place to achieve a motivated and skilled workforce.
- To ensure that effective communication exists within the department, with staff and related services.
- To provide support and advice to relevant team to facilitate individuals development.
- To develop workforce plans, analysing trends in workload and task content.
- Ensures that all staff are motivated, provide a high quality customer service and are professional / courteous at all times.
- Updates all daily targets and staffing spread sheets including leave, absence and training.
- Performance manages staff in a timely and efficient manner keeping accurate records and deal with staff disciplinary and grievance matters.
- Reviews monthly internet reports to ensure that staff usage remains strictly in line with the Internet Acceptable Use policy.
- Ensures that services are patient centred and that a culture of continuous quality improvement is developed.
- Authorises annual leave requests, ensuring that there is sufficient cover at all times.
- Ensure that staff records are appropriately and confidential filed into employment files.
Health Records Governance & Assurance
- To administer any complaints that are received by the department, responding in accordance to the Trusts Policy and recommending / implementing any changes that are required to prevent any recurrence.
- To monitor compliance with Trust Health Records policies.
- To provide advice and guidance to a range of people on all aspects of legislation relating to health records:
- Caldicott Principles (2103)
- Data Protection Legislation
- Freedom of Information Act 2000
- Information Commissioner Codes of Practice
- CQC records management assurance
- Records Management Code of Practice 2021
Budgetary Responsibilities
- Manages the pay and non-pay budgets of Health Records Teams.
- Uses sound financial management skills to keep within budget and within predefined monthly control totals, identifying efficiency improvements and meeting any income generation targets as required in accordance with the Trusts financial plans and regulations.
- Undertakes annual budget training as per Trust policy
- Identifies areas of adverse spend and formulates recovery plans
- Develops and implements cost savings based on increasing productivity, efficiency and reducing spend
- Participates in budget setting on an annual basis
- Assists in annual business planning as directed by the Chief Support Officer & Head of Health Records.
Bush Park Site Management
- Ensures that all Health Safety and Fire, Information Security, Governance and security of staff and the building issues are discussed on a regular basis with the CRL Manager (Operations)
- Escalate issues surrounding equipment malfunction to the appropriate supplier
- Ensures the use of the equipment is conducted in a safe, structured and appropriate manner
- Feeds into the development and maintenance of business continuity plans for the Central Records Library.
- Monitoring health and safety risks and hazards in the workplace
- Advising employees on how to minimise or ultimately avoid risks and hazards in the workplace
- Ensuring the Health Records business is legally compliant with all health and safety legislation
- Working with and training all employees to manage, monitor and improve the health and safety standards in the workplace
- Being responsible for all safety inspections in the workplace (for example, monitoring noise levels in a warehouse)
- Assisting with the creation and management of health and safety monitoring systems and policies in the workplace
- Managing emergency procedures (such as fire alarm drills) and organising emergency teams such as fire marshals and first aiders
- Ensures that each employee knows his/her responsibility and are equipped to play their part.
- Conducts Risk Assessments on activities within the department ensuring that the methods and systems of work are safe and that the necessary procedures, rules and regulations designed to achieve this are formulated, published and applied.
- Provides written instructions of work methods outlining potential hazards and precautions, and ensure they are complied with.
- Ensures accident and near-miss reporting procedures are understood and complied with and to assist with accident investigations where appropriate.
- Ensures the Statutory Notices, the Safety Policy, Insurance Certificate and the names of appointed First Aiders are displayed and maintained in prominent locations.
- Reprimands any employee for failing to discharge their health and safety responsibilities.
Communication
- Responsible for all Governance & Assurance Health Records communications on the UHP Noticeboard.
- Regularly updates all Trustwide Health Records Policies and Procedures as required.
- Builds strong working relationships with staff across the Trust and other sites to raise awareness of procedures, processes and developments within Health Records
- Implements policies for own work area and propose changes to working practices or procedures for own work area.
- Attends relevant meetings to ensure a cascade of critical information is delivered
Planning and Service Redesign
- Provides direct support and cover for the Chief Support Officer & Head of Health Records for both the Health Records Governance & Assurance across the Trust as required.
- Undertakes additional projects as directed by Chief Support Officer & Head of Health Records.
- To lead on the delivery of key modernisation projects.
- To work with the Chief Support Officer and Head of Health Records to develop sophisticated models of capacity and demand, process map and identify bottlenecks and solutions to these, with relevant teams, in order to constantly maximise the opportunities for improvement
- To undertake benchmarking with the aid of relevant tools to seek best practice
General Management
- Deputises for the Chief Support Officer & Head of Health Records as required.
- To undertake other duties as required by the Chief Support Officer and Head of Health Records.
COMMUNICATIONS & WORKING RELATIONSHIPS
- CRL Manager (Operations)
- CRL Receipt & Dispatch Team
- CRL Archive & Maintenance Team
- Service Line Management Teams
- Ward Managers
- Clinicians
- OMC Manager
- OMC Team
- IM&T Team
- IM&T Clinical Systems Teams
- IM&T Digital Transformation Team
- Records Managers in other Trusts
Person Specification
Proven management skills including effective leadership and people management
Essential
- Management qualification or demonstrable experience in managing staff.
Desirable
- Use of Demand and capacity tools
Evidence/ experience of project management and service improvement techniques
Essential
- Demonstrable evidence/experience of project management
Excellent communication skills at all levels.
Essential
- Excellent communication skills
Person Specification
Proven management skills including effective leadership and people management
Essential
- Management qualification or demonstrable experience in managing staff.
Desirable
- Use of Demand and capacity tools
Evidence/ experience of project management and service improvement techniques
Essential
- Demonstrable evidence/experience of project management
Excellent communication skills at all levels.
Essential
- Excellent 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.
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).
