Main area Surgery Grade NHS AfC: Band 2 Contract Permanent Hours
* Full time
* Flexible working
37.5 hours per week (Monday to Friday between 0700-2000) Job ref 302-25-6829721S
Employer Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Employer type NHS Site Royal Albert Edward Infirmary Town Wigan Salary £23,615 per annum, pro rata Salary period Yearly Closing 28/01/2025 23:59
NHS AfC: Band 2
Choose Well - Choose WWL
Job overview
Shortlisting is based on the person specification, therefore, when completing your supporting statement, please refer to the person spec, demonstrating in your application how you match all points, providing examples of experience, understanding and transferable skills.
We are currently recruiting a motivated & enthusiastic individual who possesses excellent interpersonal and communication skills with an ability to work effectively within a team. You must have knowledge of general office systems and protocols in a customer-related environment.
You will be working within the Filtering & Destruction Health Records Team, Health Care Operations department. Although based at Royal Albert Edward Infirmary, Wigan, you may be required to work at all sites, including Leigh Infirmary, Wrightington Hospital and our storage provision at Martland Point, Wigan.
The service operates between 7am to 8pm Monday to Friday. You will be working 37.5hrs per week and would be expected to be able to work flexibly covering these hours.
Main duties of the job
The main function of the Health Records Assistant is the filing and retrieving of patient records from storage areas across the 3 main sites.
It is important to ensure patient needs are central to the delivery of the service; therefore, it is essential that you have first-class customer service skills along with a professional telephone manner and compliance with all appropriate policies and procedures.
Must be educated to GCSE level or equivalent/relevant experience and demonstrate keyboard skills.
It is necessary to be flexible and able to adapt quickly to change and altering work patterns. Will be covering various admin and clerical duties in line with service demands.
Appropriate systems training will be provided, but basic IT skills linked with good keyboard skills would be a distinct advantage.
Working for our organisation
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 make for happy patients’.
WWL is 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.
Detailed job description and main responsibilities
Key results from the job holder
* General housekeeping, liaising with Trust colleagues, exchanging information within guidelines and responding to ad hoc duties is the main job role. It is crucial to take operational responsibility for facilitating an all-around quality Health Records service for the Trust and to support the provision of Health Records for the A&E department.
* The provision of Health Records in line with Trust and National policies and guidance.
* To file, retrieve and maintain Health Records and/or X-rays in accordance with local Trust policies/National policies and standards.
* Required to plan, organise and prioritise own daily workload by using organisational awareness and understanding of how Health Records are used and travel around the Trust sites.
* Co-ordinate and respond to requests from varying sources using own judgement and initiative.
* To adhere to good housekeeping guidance whilst making effective use of available storage and implementing solutions to improve efficiency where necessary.
* Deal with electronic, telephone and written queries prioritising each individual request.
* Involved in repetitive physical activity involving the movement and distribution of Health Records throughout the Trust.
* To rotate between departmental sites transferring general skills in line with service demands within each Health Records Library.
Planning and Organisational Duties
* To be able to plan and prioritise in line with service demands whilst assisting colleagues to meet departmental requirements associated with Governance, Quality Standards and other targets relating to service provision.
* Actively promote and support good practice within the Health Records Libraries.
Communications and Key Working Relationships
* Maintain daily contact with varying disciplines of staff both external and internal to the Trust who may need to access the Health Records Services.
* Use various methods of communication, written, fax, telephone, scanning to facilitate service provision.
* Process routine/non-routine requests confidently and confidentially, requiring the postholder to use their own judgement and initiative where needed.
* Report any process or system failures to the line manager.
* Ensure the accurate recording of patient information & related data onto the HIS system.
* Accurate interpretation of HIS information to improve the availability of patient records.
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 postholder is fit for purpose, reporting any issues to Line Manager.
* Responsible for using equipment appropriately and with care.
* Effective use of stationery and other general office supplies.
Responsibility for Human Resources
* Comply with Trust policies and procedures including the Code of Conduct and ensure clear awareness of how reporting procedures are managed and implemented within their own area of work/responsibility.
* Participate in own appraisal and develop a personal development plan to maintain and achieve sustained progression in the role.
Responsibility for Health & Safety
* 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.
* Take individual responsibility for managing risks within their own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
* Be involved in managing related risk assessments and effectively take care to include others that may be affected by their actions.
* Compliance with the Health & Safety at Work Act 1974 – the postholder 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, taking appropriate actions and reporting 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
* Facilitate a supportive learning environment to enable all members of the team to develop.
* Recognise and accept responsibility for own personal development.
* Support developments that contribute to individual goals and those of the department.
Person specification
Qualifications
* Educated to GCSE Level (or equivalent) or able to demonstrate equivalent experience.
Experience
* Proven experience of managing a busy workload.
* Proven experience of meeting deadlines and targets.
Skills
* Keyboard Skills.
* Proven ability to communicate effectively at all levels.
* Ability to multi-task.
* Ability to work to deadlines.
* Interpersonal skills.
* Demonstrate ability to work in a team.
* Work with frequent interruptions.
Knowledge
* Knowledge of Data Protection.
* Knowledge of Caldicott principles.
* Knowledge of Confidentiality Codes of Conduct.
Additional
* Flexible approach.
* Able to travel between sites throughout the shift transporting large quantities of documents.
Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.
The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.
We endeavour to inform all applicants of the outcome of their application by email or SMS text message.
Guidance on Completing Your Application
Applications are scored against the person specification; therefore, we recommend that you use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.
On-Call
Please note that some roles may require you to participate in an on-call rota if the role is predominantly operational.
WWL has signed up to the Greater Manchester Continuous Service Commitment and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits.
Employer certification / accreditation badges
Address Suite 7 Buckingham Row
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