Senior FOI and Medical Records Administrator
Dorset HealthCare University NHS Foundation Trust
Are you an enthusiastic Senior Administrator with a basic understanding of the DPA 2018 and UKGDPR? Our Medical Records and Information Governance team are looking for a Senior FOI and Medical Records Administrator, with Team Leader and Supervisory responsibilities, to join their dynamic team.
As the Senior FOI and Medical Records Administrator, you will be able to ensure a confidential, efficient, and comprehensive support to patients and other requesters. As the Team Leader/Supervisor of the Medical Records Administrators, you will have the ability to lead by example, complete monthly one to ones, yearly appraisals, monitor staff annual leave and sickness absence, in a supervisory capacity, all in line with Trust policy.
The Medical Records Team process Subject Access Requests (SARs) from patients, Courts, Police, Solicitors, Staff, and other NHS Trusts relating to both physical and mental health records. The team also processes Freedom of Information (FOI) Requests from the public. This role is varied and challenging, and one that is very rewarding due to supporting patients and other requesters in providing medical records.
Main duties of the job
The role involves working on a wide variety of administrative tasks which include, but are not limited to:
* Answering incoming team telephone calls.
* Monitoring SAR and FOI Mailboxes for requests.
* Liaising with requesters and obtaining relevant proof of identification and signed consents.
* Logging SAR requests, sourcing, preparing, redacting, and releasing records.
* Logging FOI requests, assigning to teams for response, monitoring progress, formatting response, and submitting to requesters.
* Team Leader responsibilities, including ensuring workload is fair and deadlines are met.
* Supervisory responsibilities, including completing one to ones, monitoring annual leave and sickness absence.
Meticulous attention to detail and accuracy is essential in this role, as the team is governed by legislations. The role can be both challenging and rewarding, as you will be helping patients, Courts, Police, Solicitors, and staff with their requests.
A basic understanding of the DPA 2018, UKGDPR and FOIA is essential to the role, however, full training will be given to the right candidate. A willingness to learn, meet tight statutory deadlines, deliver accurate results, and work as part of a dynamic team are the key factors we are looking for.
About us
At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities, and a wide range of integrated community and mental health services for a population of almost 800,000 people.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support.
Whilst most communication is via email, an ability to speak confidently with the public on the phone, and with colleagues is essential. An ability to listen and respond in a clear fashion to requests, and work to legally imposed deadlines, set by the Data Protection Act (DPA) 2018, UK GDPR and Freedom of Information Act (FOIA) is of the utmost importance.
Person Specification
Education and Legislation
* Minimum of 4 GCSEs (including English) or equivalent
* Knowledge of patient administration and other related systems, acquired through training experience to NVQ 3 equivalent or ECDL or equivalent
* Basic Understanding of the DPA (2018) and UKGDPR
* Basic Understanding of the FOIA
Driving Licence
* Must have a driving licence and access to a vehicle
Working Criteria
* Experience of dealing with Subject Access Requests
* Experience of dealing with Freedom of Information Requests
* Good Communication and Administration Skills
* Previous office administration experience, working in a busy office
* Able to concentrate for long periods of time (reading and redacting)
* Work well as part of a team
* Meticulous attention to details and accuracy
* Understanding of health care procedures and patient confidentiality
* Previous NHS experience
IT Experience
* Confidence in the use of Microsoft Office 365, including Outlook, Excel and Word
* Ability to adapt to new IT technology
* Demonstrable experience of using a range of word processing, spreadsheet, database and/or presentation software to RSA 3 or equivalent standard
* Experience of using Trust systems, for example RiO/SystmOne
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 name
Dorset HealthCare University NHS Foundation Trust
Deputy IG Manager & Health Records Manager
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