Job summary
Our Filing Clerk's primary purpose will be to assist in the development of an effective and efficient Health & Social Care Records service. To undertake accurate filing and maintenance of records, ensuring their timely archiving and maintaining systems to support these aims. We will be developing and progressing with some scanning of the records and this person will play a vital role in making sure data is scanned correctly. Some basic spread sheet work will be required, but training will be given.
Come and join us and help to keep our patient data safe and confidential.
Main duties of the job
Some of our records can be quite large due to the environment we work in and also the fact that some of our service users will have accessed services for a long time. This does mean the record is very detailed and we need someone methodical and organised when looking at the filing of papers to the correct record / scanning.
We need someone who is a good team player, willing to help keep the team organised and making sure archives are accessible with good housekeeping and records are traced and tracked to enable immediate retrieval.
This person will also help with destruction of records and will need to have an eye for detail in making sure the correct record is confidentially destroyed.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust):a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
AWP is committed to support and create a positive research and evidence-based environment and culture, which can have a beneficial impact on everyone who works for the organisation and the care we provide to those who use our services.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
- To help maintain a filing system enabling records to be retrieved by colleagues appropriately and to also help with the overall organisation of the files when required.
- To receive and trace incoming records for the Health and Social Care Records Team (Records and SAR Team = Health and Social Care Records Team) and help with the incoming filing of records in alphabetical order to archive.
- To locate, retrieve and chase up files for the SAR Team.
- To work with the Health Records Team to locate missing or misfiled records / or filing projects as agreed with the Administrator.
- Ability to learn and operate the Trust computerised record system; ensuring current procedures are carried out for the tracing in of records from other areas around the Trust.
- Ability to operate general office equipment (photocopier etc.)
- Photocopy records as directed.
- Ability to learn and file reports, correspondence and other documentation as necessary within the relevant record folder.
- To comply with policies and procedures as laid down both by the Trust and locally within the Department.
- To adhere to health and safety / manual handling procedures with regard to loading/unloading of the records trolley and pushing and pulling of this piece of equipment and also when going up and down ladders.
- Ability to handle multiple tasks and deadlines with attention to detail.
- To assist the Health and Social Care Records Team on a daily basis.
- To be organised and work as part of the Health and Social Care Records Service ensuring together that service goals are met in a timely manner.
- Any other duties compatible with the grade and on discussion with the Health & Social Care Records Manager.
Job description
Job responsibilities
- To help maintain a filing system enabling records to be retrieved by colleagues appropriately and to also help with the overall organisation of the files when required.
- To receive and trace incoming records for the Health and Social Care Records Team (Records and SAR Team = Health and Social Care Records Team) and help with the incoming filing of records in alphabetical order to archive.
- To locate, retrieve and chase up files for the SAR Team.
- To work with the Health Records Team to locate missing or misfiled records / or filing projects as agreed with the Administrator.
- Ability to learn and operate the Trust computerised record system; ensuring current procedures are carried out for the tracing in of records from other areas around the Trust.
- Ability to operate general office equipment (photocopier etc.)
- Photocopy records as directed.
- Ability to learn and file reports, correspondence and other documentation as necessary within the relevant record folder.
- To comply with policies and procedures as laid down both by the Trust and locally within the Department.
- To adhere to health and safety / manual handling procedures with regard to loading/unloading of the records trolley and pushing and pulling of this piece of equipment and also when going up and down ladders.
- Ability to handle multiple tasks and deadlines with attention to detail.
- To assist the Health and Social Care Records Team on a daily basis.
- To be organised and work as part of the Health and Social Care Records Service ensuring together that service goals are met in a timely manner.
- Any other duties compatible with the grade and on discussion with the Health & Social Care Records Manager.
Person Specification
Essential
Essential
- A good standard of Education. Minimum 3 GCSE's or equivalent.
- Computer Literate
- Knowledge of filing systems
- Knowledge of the Data Protection Act 2018 and GDPR
- Good Organisational Skills
- Ability to work on own initiative
- A good team player
- Methodical
- Pays attention to detail
- Patient
- Flexible
- Empathy for individuals who have experienced mental health problems and ability to cope with behavior which may be challenging at times.
Desirable
- Knowledge of Mental Health Records.
- Minimum of one year's health record experience
Person Specification
Essential
Essential
- A good standard of Education. Minimum 3 GCSE's or equivalent.
- Computer Literate
- Knowledge of filing systems
- Knowledge of the Data Protection Act 2018 and GDPR
- Good Organisational Skills
- Ability to work on own initiative
- A good team player
- Methodical
- Pays attention to detail
- Patient
- Flexible
- Empathy for individuals who have experienced mental health problems and ability to cope with behavior which may be challenging at times.
Desirable
- Knowledge of Mental Health Records.
- Minimum of one year's health record experience
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.
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