An opportunity has arisen for a Band 5 Medical Records Team Leader working within the Inpatient Administration Team at Prospect Park Hospital.
This is a full-time role overseeing the provision of medical records services for multiple mental health teams, including receiving and responding to requests for medical records, along with line managing a team of administrators.
This will involve managing your own and others' workloads to ensure that all legislative deadlines are met. The ideal candidate will have extensive experience of managing and handling data subject access requests and Access to Health Records Act 1990 requests and have a keen eye for meeting deadlines. They will also be able and willing to influence clinicians involved in the clinical review process.
Main duties of the job
The role will involve managing all requests for medical records received by the team and ensuring that these are handled in-line with all applicable policies and regulations.
The successful candidate will monitor and manage the workload, progress, and availability of team members and maintain accurate records of records requests handling.
The role will also involve line managing staff members to include performance management, sickness absence, and annual leave as well as sharing responsibility for ensuring all team members receive an effective annual appraisal.
This is an excellent opportunity to utilise and build on existing knowledge and skills while supporting a vital and growing function within the busy administration team.
Working for our organisation
Berkshire Healthcare NHS Foundation Trust is a specialist mental health and community health services trust. Rated ‘outstanding’ by the CQC, we’re committed to providing the best possible care to people across Berkshire. As an employer, we’re committed to offering an inclusive and compassionate environment where our people share in a sense of belonging and are supported to flourish.
Our values at Berkshire Healthcare are:
* Caring for and about you is our top priority
* Committed to providing good quality, safe services
* Working Together with you to develop innovative solutions
Your wellbeing is important to us. Some of the benefits of working for us include:
* Flexible working options to support work-life balance
* 27 days’ annual leave rising with service + opportunity to buy and sell
* Excellent learning and career development opportunities
* ‘Cycle to Work’ and car leasing scheme including electric vehicles
* Access to a range of wellbeing tools and services
* Discounts at hundreds of popular retailers and restaurants
* Staff networks for race, diversity, disabilities, the environment, and armed forces community to support equality
* Generous maternity, paternity, adoption, and special leave
* Free parking across Trust sites
Detailed job description and main responsibilities
The “must haves” for you to be considered for this role:
* Extensive knowledge and experience of handling data subject access and Access to Health Records Act requests
* Experience of line managing staff including providing coaching and mentoring
* Previous experience of working to strict deadlines and of managing own and others' workload to ensure that these are met
* Advanced IT skills including the use of MS Office and bespoke electronic patient record systems
For further information about the role, please see attached job description and person specification.
We strongly encourage you to review how you meet the criteria in the person specification and write about this point-by-point in your supporting statement for the best chance of being shortlisted.
We’re committed to equal opportunities and welcome applications from all sections of the community. Our commitment to inclusion is reflected in our accreditations: Race Equality Matters Silver Trailblazer, Neurodiversity in Business Corporate Member, Disability Confident Leader, Carer Confident Level 2, and the Armed Forces Covenant Gold Award. Reasonable adjustments will be provided to candidates as needed.
Please note, if we receive a high number of applications, we may close this role earlier than the advertised closing date, so please submit your application as soon as possible.
Person specification
Education/Qualifications/ Training
* Educated to degree level or an equivalent level of knowledge/experience
* A recognised team leading qualification (NVQ Level 3 or higher) or demonstrable experience in a similar role
* Relevant team leading or management experience within an administrative setting
* European Computer Driving Licence (ECDL) or similar qualification
Continuous Professional Development
* Evidence of continuous professional development
Previous Experience
* Demonstrable knowledge and experience of applying General Data Protection Regulations and Access to Health Records Act 1990 principles in the workplace
* Demonstrable experience of communicating effectively with staff members at all levels within the organisation
* Demonstrable experience of coaching and mentoring others
* Previous knowledge and experience of working in a busy office and/or customer care environment, undertaking a full range of administrative duties and supervising the work of others
* Demonstrable experience of effective decision making
* Demonstrable experience of performing line management duties including sickness absence management, performance, and conduct management, conducting appraisals, and annual leave management
* Evidence of successful collaborative working with a wide range of stakeholders
* Experience of working within the National Health Service or in a healthcare environment
* Previous experience of using electronic patient records systems
Knowledge, Skills & Abilities
* Advanced IT skills, with an ability to navigate around various systems and software packages, such as Outlook, MS Office, the internet, and databases
* Advanced keyboard skills
* Excellent communication skills with an ability to manage difficult or sensitive conversations with internal and external stakeholders and reach an appropriate outcome
* Ability to work effectively in a team, demonstrating accountability for own work and an ability to work on own initiative
* Strong organisational and planning skills with the ability to reprioritise own work and that of others to ensure tasks are delivered on time
* Ability to work to a high level of accuracy when producing own work and checking the work of others
* Ability to participate in meetings and transcribe good quality minutes and actions in a manner that reflects a knowledge and understanding of the meeting
* Ability to communicate effectively with clients who may require additional support and explanation in a mental health setting
* Evidence of being sensitive and supportive to the needs of others
Additional requirements
* Ability and willingness to attend internal and external training
* Ability and willingness to work flexibly and to travel independently between locations when required
These are the values that we live by at Berkshire Healthcare:
* Caring for and about you is our top priority
* Committed to providing good quality, safe services
* working Together with you to develop innovative solutions
We welcome people who share these values to come and work for us.
At Berkshire Healthcare, we foster an inclusive workplace where everyone belongs.
We welcome talent from all backgrounds and offer guaranteed interviews to disabled applicants and armed forces community members who meet the minimum criteria.
Please note we may close positions before the advertised date.
Once you have applied, please check your email regularly for updates. All appointments are subject to NHS Employment Checks, and false information may result in withdrawal of offers. For information on how we store your information, please review our privacy statement.
No agencies, please.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
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