Job Summary
The Information Governance Department are looking to recruit a Records Clerk on a permanent, full time basis to provide a Trustwide Records Service.
Main duties of the job
1. To maintain the records archive catalogues by recording details from records onto spreadsheets.
2. To process requests/orders for the retrieval of files from Trustwide clinical and corporate services.
3. Carry out general office procedures such as filing, photocopying, opening post etc.
4. Scan file and box barcodes onto a spreadsheet.
5. Apply new barcodes to files and boxes.
6. Replace damaged folders with new folders.
7. Input data accurately and quickly into spreadsheets.
8. Accesses the electronic patient records system to identify correct patient record and retrieve basic patient information.
9. Respond to archiving and file order requests received from clinical services in a timely manner.
10. Prepare statutory quarterly submissions of suicide and homicide data (details of the clinical team and clinician with whom the patient last had clinical contact) and sends to Manchester University. This includes exposure to records that contain emotional and distressing information, for example, abuse, self-harm, suicide and homicide.
11. Finds and retrieves information from a variety of different IT systems including national systems, 'in-house' systems, legacy systems and paper records. Inputs and updates information accurately into a spreadsheet, e.g., name, date of birth, date of last contact etc.
12. Accesses the Trust intranet and internet to retrieve information.
About Us
The Information Governance Team is a small team based in the Digital and Data Services Directorate. Archive Records Clerks are based in various locations around the Trust including Durham, Middlesbrough and York. There are seven Archive Records Clerks who provide a Trustwide records service for the organisation.
Date posted
13 February 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
£23,615 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
346-CORP-015-25
Job locations
Flatts Lane Centre
Flatts Lane
Middlesbrough
TS6 0SZ
Person Specification
Qualifications Essential
* NVQ2 in an administrative subject area
* ECDL or equivalent experiential learning
* Key skills in literacy and numeracy Level 2 or O Level/GCSE in Maths and English grade C or above
Desirable
* Knowledge of NHS, NHS Elite and NHS Health.
Experience Essential
* Using spreadsheets and databases to record information and to search for specific information.
* Using email to effectively communicate with colleagues
* Using word processing software to create and edit documents
Desirable
* Experience of working with health records in some capacity whether paper or electronic
* Experience of working with the Data Protection Act and the NHS Code of Practice on Confidentiality
Knowledge Essential
* An understanding of confidentiality within the context of the post
* Knowledge of general office systems and practices
Skills Essential
* Ability to learn and use a wide variety of IT systems including national and bespoke 'in-house' systems.
* Accurate data input.
* Ability to handle personal and business information according to confidentiality requirements.
* Effective communication with colleagues through face-to-face contact and telephone and email contact.
* Ability to work as part of a team.
* Literate with very good spelling.
* Good eye for detail.
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.
Employer details
Employer name
Tees Esk and Wear Valleys NHS Foundation Trust
Address
Flatts Lane Centre
Flatts Lane
Middlesbrough
TS6 0SZ
Employer's website
https://www.tewv.nhs.uk/
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