Job summary
- Main area
- ICT
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 265-6204066-COR
- Employer
- Northampton General Hospital NHS Trust
- Employer type
- NHS
- Site
- Kettering General Hospital
- Town
- Kettering
- Salary
- £25,147 - £27,596 Per Annum
- Salary period
- Yearly
- Closing
- 26/05/2024 23:59
Employer heading
Request for Information (RFI) Officer
Band 4
Job overview
We are excited to be recruiting to our 'Request for Information' (RFI) Officer role that requires a trustworthy, organised and diligent person to carry out tasks of a very confidential nature. The successful candidate will be a committed team player, with an eye for detail and a love of computer systems.
You may already have experience and knowledge of Subject Access Requests (SAR) and/or Freedom for Information (FOI)requests or Medical Records in a health care setting, although this is not essential as training will be provided by a very experience team.
We are looking to find a motivated and professional administrator who will undertake a supervisory position across the RFI workstream for both Northampton and Kettering General Hospitals.
Regular supervision and training will be provided and you will be encouraged to undertake any training relevant to your professional and personal development.
Main duties of the job
To take a supervisory role in the day-to-day running of the RFI team and supporting the RFI Team Leader to; co-ordinate access requests for the Group, liaising with multiple stakeholders communicate with consultants, their secretaries and all departments and wards across the Group on complex and sensitive situations or information, to ensure that requests are managed in a timely and effective manner. supervise the RFI team and manage the daily activities of the access team ensuring the provision of on the job training to staff in the access office and ensuring access requests are processed in a timely manner in line with the Data Protection Act (DPA), Access To Health Records Act and General Data Protection Regulation (GDPR) Freedom of Information (FOI) Act.
Working for our organisation
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Detailed job description and main responsibilities
To be competent in working on all types of request, across all areas of the RFI office, maintaining a high standard of work on requests assigned to you and others.
To be expert in the use of the patient administration system and all other core systems that hold medical records and the downloading of records appropriate to
various requests
Taking the lead to learn and then support the access clerks with the use of new software programmes and processes.
Teach and support new starters to the team
Be the main point of contact for problems arising with access requests
Be responsible for the day to day running of access requests, ensuring that statutory deadlines are met. Including timetabling tasks as necessary
Process requests from all outside agencies including the police, courts, local authority safe-guarding team, solicitors, insurance companies, patients and relatives, the public, the DWP, Veteran’s Agency, the Coroner, the GMC and similar bodies, the Complaint’s Ombudsman, etc.
Deal with day-to-day queries regarding access to health records
Ensure all new SARs and FOI requests are managed in line with the DPA, GDPR, Access to Health Records Act and FOI Act, working to strict deadlines.
Co-ordinate and oversee the management of sensitive information being received by the team which includes various requests for information, working in an organised manner.
Communicate effectively with colleagues to ensure medical record requests are shared with and signed off by appropriate consultants, the Caldicott Guardian,
litigation staff and Executives as necessary
To employ strong communication skills with patients, relatives and the public being able to answer complex queries and undertake complicated conversations in relation to access to health records, employing patience and understanding where there may be a language barrier, impairment, illness, bereavement, frustration or
emotional distress.
To employ strong customer service skills, communicating by phone, e-mail, standard written correspondence and in person, in a professional manner. Reporting progress accurately and honestly. To undertake redaction tasks, conscientiously removing all third party information as appropriate to the individual request, with
advice from your line manager, as necessary.
Actively assist and take the lead in locating physical records that are needed for access requests, these may be stored in all areas of the Trust and must be retrieved
and handled as necessary.
Providing advice and guidance to staff on the disclosure of information in accordance with current legislation with assistance from the RFI Team Leader
Manager as necessary
Plan and organise the workload within the RFI Team to ensure timescales are met, prioritising the workload as demand changes
Provide records and information to patients and outside agencies as appropriate within the confines of data protection and confidentiality
Ensure all Freedom of Information (FOI) requests are logged, managed and responded to in accordance with the FOI Act 2000 and NGH/KGH internal processes.
Ensure the Disclosure log for FOI’s is updated and maintained in line with the FOI Act 2000
Ensure any delays in response to FOI requests are escalated appropriately to the RFI Team Leader to allow appropriate mitigation to occur.
Ensure that any exemptions are applied to FOI requests and these are communicated and recorded appropriately.
Complete Subject Access requests (SARs) for members of staff in line with UK GDPR standards.
Person specification
Educations, Training and Qualifications
Essential criteria
- Educated to NVQ level 4 or equivalent level of education, training or experience
- Proven IT Skills
Desirable criteria
- Supervisory qualification
Knowledge and Experience
Essential criteria
- Knowledge and good understanding of the FOI Act, Data Protection Act 2018, Access to Health Records Act and the UK General Data Protection Regulation
- Experience of Patient Administration Systems e.g CaMIS, Careflow
Desirable criteria
- Experience of Patient Administration Systems e.g CaMIS, Careflow
- Experience of systems that hold medical records e.g. EDMS, Symphony, Careflow, PCS, RTT,
- Experience within a Medical Records Office
- Experience of supervising a team
- Experience of managing access requests in line with the Data Protection Act
- Dealing with distressed patients / relatives / staff
Skills
Essential criteria
- Supervisory skills
- Excellent keyboard skills
- Numeracy and literacy
- Effective Written and verbal communication skills
- Well-developed interpersonal skills including well-developed influencing and conflict management skills
- Able to liaise with people in a professional manner at all levels including staff within NGH and KGH and other Trusts and members of the general public
- Excellent planning and organisational skills
- Ability to prioritise complex requests to a high standard
- Proven team worker
Desirable criteria
- An enthusiastic and professional attitude
- bility to work under pressure, deal with frequent interruptions and competing demands from staff or workrelated queries
- Excellent attention to detail
- Ability to learn new systems quickly
Employer certification / accreditation badges
.png "NHS Rainbow badge")
Applicant requirements
You must have appropriate UK professional registration.
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.
Documents to download
Further details / informal visits contact
- Name
- Steffan Cook
- Job title
- Data Security and Protection Manager
- Email address
- [email protected]
- Additional information
For further details / informal visits contact:
Steffan Cook
Data Security and Protection Manager
Email address [email protected]
List jobs with Northampton General Hospital NHS Trust in Administrative Services or all sectors