Job summary Please note that this vacancy is pending Agenda for Change (AfC) job matching and the role has not yet been confirmed as a Band 3 role 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. THIS IS A VERY PHYSICALLY DEMANDING ROLE AND REQUIRES THE CANDIDATE TO FILE, MOVE AND HANDLE LARGE QUANTITIES OF HEALTH RECORDS The Health Records Department are looking to recruit a Filtering and Destruction (F&D) Administration Officer based at Martland Point, Wigan, however, must be flexible to work at all sites, including RAEI, Wrightington, Leigh and Martland Point. You must have the ability to work on your own, able to show you have initiative, a self-motivated outlook, attention to detail, excellent record keeping ability and a high level of communication skills. You will also have proven experience of NHS Health Records Management Policies and systems. This post includes an opportunity to work towards a level 3 Business Administration qualification. This post may close early once enough applications have been received. Main duties of the job The main function of the F&D Administration Officer role is to support the Office Manager in supervising the Retention and Destruction of Health Records in line with legislation and Trust Policy. They will be responsible for the collating, monitoring the recording of information quality to ensure it is recorded accurately & promptly. The post holder would also be responsible for implementing appropriate contingency plans to ensure the smooth running of the library service. The Filtering and Destruction of Health Records requires the F&D Administration Officer to also take a pro-active approach to storage issues and related movement of health records across Trust sites. About us 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, makes for happy patients'. We have a recognised track record in staff engagement and living our values. WWL are 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. On-Call Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational. Date posted 15 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum, pro rata Contract Permanent Working pattern Part-time, Flexible working Reference number 302-25-6829171S Job locations Martland Point Four Marts Road Wigan WN5 0LU Job description Job responsibilities Key results from the job holder To be responsible for implementing the Retention and Destruction of Health Records in line with legislation and Trust Policy. Support and train new starters completing any documentation that may be required. To monitor the recording of information quality to ensure it is recorded accurately & promptly To be responsible for implementing appropriate contingency plans to ensure the smooth running of the Filter and Destruction service. To be responsible for the day-to-day supervision of clerical staff if required. Provide and maintain accurate destruction statistics. To ensure confidential removal and destruction of identified health records occurs according to the agreed schedule. To respond to requests for urgent health records, where possible, should the need arise. Utilise the Trusts IT resources appropriately and in adherence to policies and procedures Maintain accurate, timely and legible records. The Filter & Destruction Administration Officer may be required to work on alternate sites in line with service demands Planning and Organisational Duties To ensure that there is sufficient health records available[JW1]to maintain work flow each week and arranging delivery if required whilst maintaining Health and Safety requirements within the working area, reporting issues as necessary. Monitor and record staff absence in line with the Trust Attendance Policy. To ensure health records / X-Rays are transported between areas in a secure and confidential manner in line with Caldicott guidance. To ensure all health records and/or X-Rays are tracked accurately and timely on appropriate systems. To assist members ofTruststaff with any queries with regard to the destruction of health records and/or X Rays. Action departmental post in a timely manner. To be aware of the need for cost effective use of resources when delivering the service Communications and Key Working Relationships Demonstrate effective communication using the spoken word to influence outcomes Display a professional attitude at all times when dealing with the general public and colleagues alike Receive and process telephone messages in accordance with instructions 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 post holder 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 Line management of Health Records Library Service staff if required. Adhere to Trust Policies, Procedures and Guidelines Ensure compliance with Mandatory training requirements in accordance with Trust Policy Responsibility for Health & Safety To 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. To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies. To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions. Compliance with the Health & Safety at Work Act 1974 the post holder 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, the taking of appropriate actions and reporting of 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 To be involved in any job related training in order to maintain quality standards To have a good understanding of the Patient Centre system and other Trust Information Systems To have a good understanding of Data Protection and Caldicott Definitions To have a thorough understanding of Records Management NHS Code of Practice To have the ability to mentor / train members of the team in order to maintain service provision. Facilitate a supportive learning environment to enable all members of the team to develop. Recognise and accept responsibility for own personal development To support developments that contribute to individual goals and to those of the department Job description Job responsibilities Key results from the job holder To be responsible for implementing the Retention and Destruction of Health Records in line with legislation and Trust Policy. Support and train new starters completing any documentation that may be required. To monitor the recording of information quality to ensure it is recorded accurately & promptly To be responsible for implementing appropriate contingency plans to ensure the smooth running of the Filter and Destruction service. To be responsible for the day-to-day supervision of clerical staff if required. Provide and maintain accurate destruction statistics. To ensure confidential removal and destruction of identified health records occurs according to the agreed schedule. To respond to requests for urgent health records, where possible, should the need arise. Utilise the Trusts IT resources appropriately and in adherence to policies and procedures Maintain accurate, timely and legible records. The Filter & Destruction Administration Officer may be required to work on alternate sites in line with service demands Planning and Organisational Duties To ensure that there is sufficient health records available[JW1]to maintain work flow each week and arranging delivery if required whilst maintaining Health and Safety requirements within the working area, reporting issues as necessary. Monitor and record staff absence in line with the Trust Attendance Policy. To ensure health records / X-Rays are transported between areas in a secure and confidential manner in line with Caldicott guidance. To ensure all health records and/or X-Rays are tracked accurately and timely on appropriate systems. To assist members ofTruststaff with any queries with regard to the destruction of health records and/or X Rays. Action departmental post in a timely manner. To be aware of the need for cost effective use of resources when delivering the service Communications and Key Working Relationships Demonstrate effective communication using the spoken word to influence outcomes Display a professional attitude at all times when dealing with the general public and colleagues alike Receive and process telephone messages in accordance with instructions 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 post holder 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 Line management of Health Records Library Service staff if required. Adhere to Trust Policies, Procedures and Guidelines Ensure compliance with Mandatory training requirements in accordance with Trust Policy Responsibility for Health & Safety To 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. To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies. To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions. Compliance with the Health & Safety at Work Act 1974 the post holder 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, the taking of appropriate actions and reporting of 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 To be involved in any job related training in order to maintain quality standards To have a good understanding of the Patient Centre system and other Trust Information Systems To have a good understanding of Data Protection and Caldicott Definitions To have a thorough understanding of Records Management NHS Code of Practice To have the ability to mentor / train members of the team in order to maintain service provision. Facilitate a supportive learning environment to enable all members of the team to develop. Recognise and accept responsibility for own personal development To support developments that contribute to individual goals and to those of the department Person Specification Qualifications Essential Educated to GCSE standard or equivalent experience. To hold NVQ 2 Admin qualification or equivalent administration experience Experience Essential To have experience of Patient Centre and administration systems and processes Experience in a Healthcare Administration environment Proven experience of the application of NHS Health Records Management Policies and systems. Experience in staff supervision and staff personal development Working to performance management targets. Ability to prioritise the workload. Ability to work in a team. Work with frequent interruptions. Desirable Project management or managing multiple work programmes. Experience in medical terminology Skills Essential Ability to facilitate and co-ordinate information with excellent organisational skills Excellent communication skills and proven ability to communicate effectively at all levels. Ability to multi-task and work to deadlines. Problem solver with an ability to adapt work routines as required Skills to use varying computer / office systems Ability to adapt work routines as required to provide service more efficiently and effectively Ability to remain calm in pressured situations. Knowledge Essential Demonstrate knowledge of healthcare systems and processes Extensive knowledge of Health Records Knowledge of the Retention and Destruction policy "Records Management Code of Practice" In-depth knowledge and understanding of Filtering and Destruction policies and procedures To be aware of confidentiality issues Clear understanding of customer service excellence To have a sound understanding of general office policies and procedures. Data protection and information governance procedures Additional Essential Must be able to work flexibly and where appropriate cover annual leave or sickness. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation Person Specification Qualifications Essential Educated to GCSE standard or equivalent experience. To hold NVQ 2 Admin qualification or equivalent administration experience Experience Essential To have experience of Patient Centre and administration systems and processes Experience in a Healthcare Administration environment Proven experience of the application of NHS Health Records Management Policies and systems. Experience in staff supervision and staff personal development Working to performance management targets. Ability to prioritise the workload. Ability to work in a team. Work with frequent interruptions. Desirable Project management or managing multiple work programmes. Experience in medical terminology Skills Essential Ability to facilitate and co-ordinate information with excellent organisational skills Excellent communication skills and proven ability to communicate effectively at all levels. Ability to multi-task and work to deadlines. Problem solver with an ability to adapt work routines as required Skills to use varying computer / office systems Ability to adapt work routines as required to provide service more efficiently and effectively Ability to remain calm in pressured situations. Knowledge Essential Demonstrate knowledge of healthcare systems and processes Extensive knowledge of Health Records Knowledge of the Retention and Destruction policy "Records Management Code of Practice" In-depth knowledge and understanding of Filtering and Destruction policies and procedures To be aware of confidentiality issues Clear understanding of customer service excellence To have a sound understanding of general office policies and procedures. Data protection and information governance procedures Additional Essential Must be able to work flexibly and where appropriate cover annual leave or sickness. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation 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 Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust Address Martland Point Four Marts Road Wigan WN5 0LU Employer's website http://www.wwl.nhs.uk/ (Opens in a new tab)