Administration Officer - Filtering & Destruction

at  Wrightington Wigan and Leigh Teaching Hospitals NHS Foundation Trust

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.

The Health Records Department are looking to recruit 2 Filtering and Destruction (F&D) Administration Officers 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.
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.
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.
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 Trust’s 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 of Trust staff 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 departmen