Freedom of Information Request – Ref: FOI 372-2024
Thank you for your recent Freedom of Information request. Please find our response below.
I am making this FOI request to obtain copies of any job descriptions and person specs you have in
relation to Health Records.
Please find them attached. Records officer Band3 and Records Support Officer Band 2 job descriptions.JOB DESCRIPTION
JOB DETAILS
Job title: Records Support Officer
Job code:
Band: 2
Location: Edward Jenner Court, Brockworth, Gloucester
Accountable to: Deputy Head of Information Governance and Records
JOB PURPOSE
To provide a full and comprehensive records management administrative support service to the
Records Services.
To provide an efficient and responsive service for Subject Access requests from the Public,
Solicitors and the Police.
To process the movements in and out of area for children’s records.
DIMENSIONS
To be the central point of contact for information and queries related to Records requests, and to
provide first line support in respect of queries and issues from across the Organisation in respect of
Records management and training.
CORE KEY RESPONSIBILITIES
Communication
. Excellent verbal and written communication skills, consistently producing work to a high
standard.
. Excellent interpersonal skills and telephone manner.
. To liaise effectively at all levels, across clinical and administrative disciplines and across
organisations.
. To deal confidently and sensitively with members of the public, via direct and indirect contact,
which will include the need to deal with distressing, aggressive and emotional circumstances
at times requiring diplomacy, tact and assertion.
. Able to negotiate and deal with external suppliers.
. To provide training and support to other member of the Records Service.
. To participate to Team meetings.
Quality Standards
. To provide an administrative support service for Records Management, utilising a range of
skills and processes to generate well presented, accurate and timely work of a high standard
and involving a substantial degree of accountability.
. To prioritise and manage own workload, exercising effective time management, independent
judgement and initiative to establish and maintain office management systems, that are well
organised and structured. Promoting effective, retrievable filing, responsive management of
correspondence and timely preparation of information for meetings.
. To ensure that in the processing of Record related information, that patient confidentiality is
maintained at all times.
. To contribute to the initiation, monitoring and collation of information for projects and audits,
providing support as required.
. To be a central point of contact for returned medical letters/correspondence. Necessitating
use of multiple information systems e.g. SystmOne, RIO, IAPTus and National Spine, to
correctly track patient addresses and to update and advise Services accordingly.
. To provide a responsive, quality service in respect of Subject Access requests. Receiving and
processing requests, in accordance with GDPA General Data Protection Regulation 2018.
requirements. Requiring knowledge of processes, legal timescale and framework, attention to
detail and extensive liaison and communication in respect of confidential and sensitive
information. To include also:
o The monitoring of the process within timescales.
o The initiation and updating of Access control sheets.
o Reprioritisation of workload to deal with court requests.
o Collation of information & files from across Services.
o Ensure appropriate permissions have been received with regard to disclosure.
o Photocopying and collation of information which may contain material of a
sensitive/distressing nature.
o Maintaining Access request files.
o To ensure that the Records Service manager is aware of any issues arising from a
request.
. To support the collation of documentary submission evidence in respect of Records
Management for accreditation purposes, to demonstrate assurance of quality practice.
. To provide budget monitoring support to facilitate the effective management of financial
expenditure.
. To adhere to National and organisational policies in respect of Records management.
. To support the revision and development of Record Management policies, undertaking
responsibility for ensuring Intranet accessibility and awareness of review times.
. To be flexible to Service need, reprioritising work as required and to provide cover in the
absence of other Record service staff, to ensure business continuity.
. Responsible for managing and maintaining the Records Information Library, providing a Trust
wide central point of contact for information and advice. Dealing with queries on a daily basis.
Customer Service
. To provide a responsive and courteous service to all.
. To promote the Records Service positively at all times.
. To provide training to others as required.
. To liaise effectively across organisations in respect of joint working initiatives.
Service Development
. To contribute to the development of the Records service and the continual improvement of
processes within role remit.
. To attend Record service management meetings when required.
. To assist and support clinical services in respect of Record documentation review and
change.
Equality and Diversity
. To have awareness and understanding of and provide compliance in accordance with
Organisational policies and procedures.
Information
. To use multiple information systems to validate and update information.
. To collate information for meetings and for training proposes.
. To undertake and also support audits, collating and analysing data.
Management of Resources
. To order, distribute to clinical Services across the Organisation and monitor the stock control
of Record files.
Personal and People Development
. To ensure personal compliance with the appraisal process.
. To support with the training to others, in the demonstration of own role to effect covering
arrangements and also provide advice and support in respect of Records training.
. To have access to clinical support as required and to provide guidance in respect of tasks
allocated.
. To undertake all organisational mandatory training and training to support role.
Health, Safety and Security
. To adhere to organisational policies.
. To have an awareness of personal responsibility
Codes of Practice
. Adherence to the NHS Code of Practice in Records Management and retention.
ORGANISATIONAL CHART
COMMUNICATIONS AND WORKING RELATIONSHIPS
Records team.
Hospital sites.
EFFORT AND HEALTH & SAFETY FACTORS
Some manual handling of physical records
MOST CHALLENGING PART OF THE JOB
Ensuring accurate and timely responses to external records requests
GENERIC RESPONSIBILITIES – ALL POST / ALL EMPLOYESS
The following are applicable to all posts and all employees:
Trust Values
The post holder will be expected to work in line with the Trust values which are:
. Working together
. Always improving
. Respectful and kind
. Making a difference
General Duties
To undertake any other reasonable duty, which is appropriate to the band when requested
by senior staff.
To be familiar with and comply with all Trust and departmental policies, procedures,
protocols and guidelines.
To demonstrate an understanding and commitment to Trust values and Staff Charter.
Professional and Personal Development
All staff must ensure that they are aware of their responsibilities by attending the Trust
Mandatory Training and Induction programme.
All staff will have a formal appraisal with their manager at least every 12 months. Once
performance/training objectives have been set, the staff member’s progress will be
reviewed on a regular basis so that new objectives can be agreed and set, in order to
maintain progress in the service delivery.
Those with management/supervisory responsibility are required to ensure that their direct
reports have an appraisal in line with Trust policy.
All staff will be expected to take responsibility for their own professional development and
will be supported by the Trust to achieve development opportunities as appropriate.
Infection Control
All staff have a responsibility to ensure that infection control policies, procedures and
guidelines are adhered to and to support the Trust’s commitment to preventing and
controlling healthcare associated infections HAI..
Health and Safety
All staff have a responsibility to maintain health and safety of self and others within the
performance of duties in accordance with Trust health and safety policies, and to undertake
specific health and safety responsibilities as directed. All staff have a responsibility to
adhere to the Trust’s Risk Management Policies & Procedures.
All staff are required to contribute to the control of risk, and must report immediately any
incident, accident or near miss involving patients, service users, carers, staff, contractors or
members of the public using the Trust Datix system.
Confidentiality
All staff may gain or have access to confidential information about the diagnosis or
treatment of patients, information affecting the public, private or work related staff
information, or Trust matters. A breach of confidentiality will have occurred where any such
information has been divulged, passed deliberately or accidentally. or overheard by any
unauthorised person or persons.. Breaches of confidentiality can result in disciplinary
action, which may involve dismissal.
All staff must maintain a high standard of quality in corporate and clinical record keeping,
ensuring information is always recorded accurately, appropriately and kept up to date. Staff
must only access information, whether paper, electronic or in other media which is
authorised to them as part of their duties.
All staff must ensure compliance with the data protection legislation.
Safeguarding: Adults and Children Section 11 of the Children Act 2004.
Safeguarding: Adults Care Act 2014. and Children Section 11 of the Children Act 2004.
Every member of staff has a responsibility to be aware of and follow at all times, the
relevant national and local policy in relation to safeguarding children and safeguarding
adults. This includes keeping up to date with relevant training and seeking supervision.
Freedom of Information
All members of staff must be aware of their responsibilities under the Freedom of
Information Act 2000. The Act gives individuals or organisations the right to request
information held by the Trust. Staff must manage information they hold in such a way that
meets the requirements of the Act. All requests for disclosures under the Act must be
passed to the Freedom of information Officer.
Working on Non-Trust Premises
All staff when working on non-Trust premises are bound by Trust policies and procedures,
including home working policy; IT security policy; email and internet acceptable use policy
information.
Smoke Free Premises
The Trust is committed to protecting and improving the health and welfare of staff, service
users, carers, visitors and contractors, and protecting smokers and non-smokers from the
health dangers of second-hand smoke. Therefore all Trust premises are ‘smoke free’ and
staff and external contractors and visitors. must refrain from smoking in Trust buildings,
vehicles and grounds.
Diversity and Promoting Dignity at Work
The Trust recognises the contribution of all employees to deliver responsive and quality
services. We expect staff to value and respect the diversity of those who use or contact our
services and to respond to the differing and diverse needs of others. We aim to have an
environment free of bullying or harassment which would create an intimidating and
unpleasant atmosphere impacting on staff wellbeing and service delivery. We want staff to
be able to report issues knowing they will be dealt with promptly and sensitively.
All forms of bullying and harassment are unacceptable and will not be tolerated.
Data Quality
The Trust recognises the role of reliable information in the delivery and development of its
services and in assuring robust clinical and corporate governance. Data quality is central to
this and the availability of complete, comprehensive, accurate and timely data is an
essential component in the provision of high quality mental health services. It is therefore
the responsibility of all staff to ensure that where appropriate, information is recorded, at all
times, in line with the Trust’s Policy and Procedures for Data Qualit
FOI Request
I am making this FOI request to obtain copies of any job descriptions and person specs you have in relation to Health Records.