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Job summary

Main area
Health Records Assistant - Bush Park Medical Records
Grade
Band 2
Contract
Secondment: 12 months
Hours
Full time - 37.5 hours per week (Working hours 08.00-16.00)
Job ref
216-SF-A6454288
Employer
University Hospitals Plymouth NHS Trust
Employer type
NHS
Site
central Records Library
Town
Plymouth
Salary
£22,383 Per Annum
Salary period
Yearly
Closing
28/07/2024 23:59

Employer heading

University Hospitals Plymouth NHS Trust logo

Health Records Assistant

Band 2

Job overview

We have a vacancy for the position of Health Records Assistant to work at the Central Records Library, Bush Park - working hours Mon-Fri, 08.00-16.00 ,Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis. 

The successful applicant will have GCSE's 9-4 (A-C) in Maths & English,  an NVQ Level 2 in Business Administration or equivalent demonstrable experience, demonstrable customer service and demonstrable clerical experience and proven knowledge of Windows based systems (including Microsoft Outlook) would be advantageous.

The post involves both filing and dispatching patient records, so proven knowledge of manual handling techniques to safely carry/move/lift case notes is desirable. It also involves working at high and low levels in a warehouse environment and therefore the ability to use a Kik-stool and climb ladder is essential.

Applicants should be prepared to fulfil Bank Holiday duties as necessary.

Please state in your supporting information why you are the ideal candidate for this position.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Available as secondment opportunity. (With current line manager's agreement). ***

Main duties of the job

To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity. Prioritising workloads and all other Central Record Requests.Efficiently manging the urgent line with a professional approach. 

Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis.  This will involve staff rotating on a daily basis in some areas to ensure continuity of service during staff absences.  One generic job description covers all duties required for the whole of the Central Records Library for A&C Band 2 posts.

The Central Records Library comprises of three main areas: Main office, Pre-file, and Archive.

 

Working for our organisation

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. 
We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. 
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

MAIN OFFICE/PRE-FILE AREA 

  1. Action all telephone calls/written/emailed requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department
  2. Ensure that all notes are available for clinics daily and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found
  3. Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process
  4. Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL

Please see the attached JD for full details.

For further information please email [email protected]  

Person specification

Knowledge & Experience

Essential criteria
  • Demonstrable experience within a similar role
  • Demonstrable experience working with PC’s and Microsoft applications
Desirable criteria
  • Trust background and proven knowledge of a range of In Patient Management Systems and Health Records/Case note Procedures

Qualifications

Essential criteria
  • GCSEs in English and Maths level 9-4 (A-C) or equivalent
  • NVQ Level 2 in Business Administration or equivalent demonstrable experience

Aptitude & Abilities

Essential criteria
  • Able to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes
  • Manual handling-to safely carry/move/lift case notes, load and unload blue boxes of case notes

Employer certification / accreditation badges

Disability confident leaderArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Defence Employer Recognition Scheme (ERS) - Gold

Documents to download

Apply online now

Further details / informal visits contact

Name
Michelle Currey
Job title
Office Supervisor
Email address
[email protected]
Telephone number
01754 437200
Additional information

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

 

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