Job summary
PLEASE NOTE THAT THIS IS A VERY PHYSICALLY DEMANDING ROLE AND REQUIRES THE CANDIDATE TO FILE, MOVE AND HANDLE LARGE QUANTITIES OF HEALTH RECORDS
The Health Records Department are looking to recruit a Filtering and Destruction Team Leader based at Martland Point, Wigan, however, must be flexible to work at all sites, including RAEI, Wrightington, Leigh and Martland Point. You must have the ability to work on your own, able to show you have initiative, a self-motivated outlook, attention to detail, excellent record keeping ability and a high level of communication skills. You will also have proven experience of NHS Health Records Management Policies and systems.
The Health Records Library operates between the hours of 7:00am - 8:00pm, 365 days a year, including all Bank Holidays, therefore, it may be necessary on occasions for the successful candidate to work flexibly throughout this period to support the service requirements.
This post may close early once enough applications have been received.
Previous applicants need not apply.
Main duties of the job
The main function of the Filtering and Destruction Team Leader role is to support the Office Manager in supervising the Retention and Destruction of Health Records in line with legislation and Trust Policy. They will be responsible for the collating, monitoring the recording of information quality to ensure it is recorded accurately & promptly. The Team Leader would also be responsible for implementing appropriate contingency plans to ensure the smooth running of the library service.
Must be willing to cross cover other departments with HCO as necessary.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
The responsibilities of this post are
Key results from the job holder
- To be responsible for supervising the Retention and Destruction of Health Records in line with legislation and Trust Policy.
- Support and train new starters completing any documentation that may be required.
- To monitor the recording of information quality to ensure it is recorded accurately & promptly
- To be responsible for implementing appropriate contingency plans to ensure the smooth running of the library service.
- To be responsible for the day-to-day supervision of the clerical staff.
- Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English
- Utilise the Trusts IT resources appropriately and in adherence to policies and procedures
- Maintain accurate, timely and legible records
- The Team Leader may be required to work on alternate sites in line with service demands.
Planning and Organisational Duties
- To ensure that all patients health records and/or X-Rays are available in advance of the clinic in accordance with procedure in conjunction with the Health Records Out Patient Team Leader.
- To monitor the on-site filing count reporting any triggers to the Health Records Library Manager to maintain Health and Safety requirements.
- To provide the appropriate staffing cover for the out of hours A/E service.
- Monitor and record staff absence in line with the Trust Attendance Policy.
- To ensure health records / X-Rays are transported between areas in a secure and confidential manner in line with Caldicott guidance.
- To ensure all health records and/or X-Rays are tracked accurately and timely on appropriate systems.
- To assist members of the medical and nursing staff with any queries with regard to provision of health records and/or X Rays.
- Action departmental post in a timely manner.
- To be aware of the need for cost effective use of resources when delivering the service
Communications and Key Working Relationships
- Demonstrate effective communication using the spoken word to influence outcomes
- Display a professional attitude at all times when dealing with the general public and colleagues alike
- Receive and process telephone messages in accordance with instructions
Responsibility for Finance
- Ensure that the main Health Records Libraries, Martland Point and any other Health Records storage linked to the Libraries are left secure after use and that any security systems in place are fully activated and operational
- Ensure all Departmental equipment used by the post holder is fit for purpose, reporting any issues to Line Manager.
- Responsible for using equipment appropriately and with care
- Effective use of stationary and other general office supplies.
Responsibility for Human Resources
- Daily line management of Library Service staff.
- Adhere to Trust Policies, Procedures and Guidelines
- Ensure compliance with Mandatory training requirements in accordance with Trust Policy
Responsibility for Health & Safety
- To comply with all Health and Safety issues taking a proactive role by managing the Health and safety of themselves and others at all times where practicably possible.
- To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
- To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.
- Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
- To be involved in any job related training in order to maintain quality standards
- To have a good understanding of the PAS system and other Trust Information Systems
- To have a good understanding of Data Protection and Caldicott Definitions
- To have the ability to mentor / train members of the team in order to maintain service provision.
- Facilitate a supportive learning environment to enable all members of the team to develop.
- Recognise and accept responsibility for own personal development
- To support developments that contribute to individual goals and to those of the department
Job description
Job responsibilities
The responsibilities of this post are
Key results from the job holder
- To be responsible for supervising the Retention and Destruction of Health Records in line with legislation and Trust Policy.
- Support and train new starters completing any documentation that may be required.
- To monitor the recording of information quality to ensure it is recorded accurately & promptly
- To be responsible for implementing appropriate contingency plans to ensure the smooth running of the library service.
- To be responsible for the day-to-day supervision of the clerical staff.
- Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English
- Utilise the Trusts IT resources appropriately and in adherence to policies and procedures
- Maintain accurate, timely and legible records
- The Team Leader may be required to work on alternate sites in line with service demands.
Planning and Organisational Duties
- To ensure that all patients health records and/or X-Rays are available in advance of the clinic in accordance with procedure in conjunction with the Health Records Out Patient Team Leader.
- To monitor the on-site filing count reporting any triggers to the Health Records Library Manager to maintain Health and Safety requirements.
- To provide the appropriate staffing cover for the out of hours A/E service.
- Monitor and record staff absence in line with the Trust Attendance Policy.
- To ensure health records / X-Rays are transported between areas in a secure and confidential manner in line with Caldicott guidance.
- To ensure all health records and/or X-Rays are tracked accurately and timely on appropriate systems.
- To assist members of the medical and nursing staff with any queries with regard to provision of health records and/or X Rays.
- Action departmental post in a timely manner.
- To be aware of the need for cost effective use of resources when delivering the service
Communications and Key Working Relationships
- Demonstrate effective communication using the spoken word to influence outcomes
- Display a professional attitude at all times when dealing with the general public and colleagues alike
- Receive and process telephone messages in accordance with instructions
Responsibility for Finance
- Ensure that the main Health Records Libraries, Martland Point and any other Health Records storage linked to the Libraries are left secure after use and that any security systems in place are fully activated and operational
- Ensure all Departmental equipment used by the post holder is fit for purpose, reporting any issues to Line Manager.
- Responsible for using equipment appropriately and with care
- Effective use of stationary and other general office supplies.
Responsibility for Human Resources
- Daily line management of Library Service staff.
- Adhere to Trust Policies, Procedures and Guidelines
- Ensure compliance with Mandatory training requirements in accordance with Trust Policy
Responsibility for Health & Safety
- To comply with all Health and Safety issues taking a proactive role by managing the Health and safety of themselves and others at all times where practicably possible.
- To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
- To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.
- Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
- To be involved in any job related training in order to maintain quality standards
- To have a good understanding of the PAS system and other Trust Information Systems
- To have a good understanding of Data Protection and Caldicott Definitions
- To have the ability to mentor / train members of the team in order to maintain service provision.
- Facilitate a supportive learning environment to enable all members of the team to develop.
- Recognise and accept responsibility for own personal development
- To support developments that contribute to individual goals and to those of the department
Person Specification
Qualifications
Essential
- oEducated to GCSE standard or equivalent experience.
- oTo hold NVQ 2 clerical qualification or equivalent NHS experience
Experience
Essential
- oTo have experience of Patient Centre and administration systems and processes
- oExperience in a Healthcare Administration environment
- oProven experience of the application of NHS Health Records Management Policies and systems.
- oExperience in staff supervision and staff personal development
- oWorking to performance management targets.
- oAbility to prioritise the workload.
- oAbility to work in a team.
- oWork with frequent interruptions.
Skills
Essential
- oAbility to facilitate and co-ordinate information with excellent organisational skills
- oExcellent communication skills and proven ability to communicate effectively at all levels.
- oAbility to multi-task and work to deadlines.
- oProblem Solver with an ability to adapt work routines as required
- oSkills to use varying computer / office systems
- oAbility to adapt work routines as required to provide service more efficiently and effectively
- oAbility to remain calm in pressured situations.
Knowledge
Essential
- oDemonstrate knowledge of healthcare systems and processes
- oExtensive knowledge of Health Records
- oKnowledge of the Retention and Destruction policy "Records Management Code of Practice"
- oIn-depth knowledge and understanding of Filtering and Destruction policies and procedures
- oTo be aware of confidentiality issues
- oClear understanding of customer service excellence
- oTo have a sound understanding of general office policies and procedures.
- oData protection and information governance procedures
Additional
Essential
- oGood attendance record
- oMust be able to work flexibly and where appropriate cover annual leave or sickness.
- oSpeak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Person Specification
Qualifications
Essential
- oEducated to GCSE standard or equivalent experience.
- oTo hold NVQ 2 clerical qualification or equivalent NHS experience
Experience
Essential
- oTo have experience of Patient Centre and administration systems and processes
- oExperience in a Healthcare Administration environment
- oProven experience of the application of NHS Health Records Management Policies and systems.
- oExperience in staff supervision and staff personal development
- oWorking to performance management targets.
- oAbility to prioritise the workload.
- oAbility to work in a team.
- oWork with frequent interruptions.
Skills
Essential
- oAbility to facilitate and co-ordinate information with excellent organisational skills
- oExcellent communication skills and proven ability to communicate effectively at all levels.
- oAbility to multi-task and work to deadlines.
- oProblem Solver with an ability to adapt work routines as required
- oSkills to use varying computer / office systems
- oAbility to adapt work routines as required to provide service more efficiently and effectively
- oAbility to remain calm in pressured situations.
Knowledge
Essential
- oDemonstrate knowledge of healthcare systems and processes
- oExtensive knowledge of Health Records
- oKnowledge of the Retention and Destruction policy "Records Management Code of Practice"
- oIn-depth knowledge and understanding of Filtering and Destruction policies and procedures
- oTo be aware of confidentiality issues
- oClear understanding of customer service excellence
- oTo have a sound understanding of general office policies and procedures.
- oData protection and information governance procedures
Additional
Essential
- oGood attendance record
- oMust be able to work flexibly and where appropriate cover annual leave or sickness.
- oSpeak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
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).
