Administration Officer - Filtering & Destruction

at  Wrightington Wigan Leigh Teaching Hospitals NHS Foundation Trust

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 departmen

Please refer the Job description for details