Job summaryWe are looking for one motivated and proactive professional to become key member of the management team within our busy Health Records Service. This role offers an exciting opportunity in the first steps of line management.
You will need excellent people skills, organisational abilities, and a passion for empowering others through training and development. In addition, excellent communication skills are crucial for managing a busy and complex service..
This position is based in The Health Records Service at Online House with an expectation of flexibility to work across departments once training is complete.
If you are passionate about making a meaningful impact in Health Records management and staff development, we would welcome your application.
Main duties of the job - To assist in ensuring the provision of a high quality and cost-effective Health Records Service.
- Ensure staff with the Health Records Service under their leadership are trained to the highest level.
- The Health Records Officer will be responsible for the smooth and efficient running of all aspects of Health Records services and will include staff management issues.
- To be responsible for the management of Health Records systems in accordance with Health Board and departmental policies on Record Management standards and procedures.
- To provide support to both staff and managers as required.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About usAneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description Job responsibilitiesYou will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac
- To be responsible for the day-to-day management and supervision of Digitised Health Record functions and staff ensuring an efficient and effective service is provided to users.
- To ensure the clerical staff work as part of the overall Health Records team by keeping them informed of decisions and protocols within the department.
- To write action protocols for all working practices within the areas of responsibility.
- Provide advice to patients/carers, managers and clinicians regarding Health Records issues and respond to Digitised Health Records enquiries.
- To be involved in and manage the introduction of new computer modules and systems as required e.g., Digitised Health Records.
- To be responsible for liaising with consultants, junior doctors, nursing staff and secretaries, regarding issues related to department administration.
- To co-ordinate and manage staff incorporating all staff issues:
- Sickness Management,
- Recruitment & Selection,
- Induction training,
- Mandatory training and development in accordance with Health Board policies,
- Training of staff in the workplace,
- KSF process and facilitation of continued professional development,
- Attendance Records/signing timesheets,
- Managing of annual leave and time in lieu,
- Overtime management,
- Competency issues,
- Investigate and action complaints,
- Ensuring a continuous level of staffing is available in the relevant areas,
- Responsible for quality/timeliness of computer data entry on WPAS specifically tracking but also the use of CWS and the Digitised Health Records.
- Auditing, monitoring, and reviewing work processes, systems, and job design to ensure optimum productivity, service effectiveness and safety.
- Ensure Health Records are available and are in the right place at the right time in line with agreed timescales.
- Ensure all Health Records that leave the Library Services area are prepared to agreed standards.
- Responsible for ensuring the library areas are culled on an ongoing basis.
- Responsible for ensuring library storage areas meet all health and safety requirements and are maintained to agreed standards.
- Responsible for ensuring Health Records transferred between hospitals or departments are secure and clearly addressed to recipient.
- Responsible for the ongoing process of the Retention and Destruction policy ensuring the legal retention periods are adhered to.
- Responsible for the ongoing management of the scanning of Health Records and to be involved in the development of the service.
- To ensure the security and confidentiality of the Health Records at all times.
- Responsible for ensuring Health Records are handled by staff who are authorised to handle them as part of their duties.
- To ensure all duties are undertaken in a courteous and professional manner and within agreed time scales.
- Responsible for the implementation of Health Board service standards.
- Ensure staff are fully aware of the principles of the Clinical Record Keeping Policy and Health Record Management Policy.
- Flexible to the needs of the Service in order to ensure smooth running of the department.
- To maintain good communication with other staff, clinicians, managers, wards, and other departments.
- Actively participate in the duties of the department as required.
- Deal with requests in accordance with the Data Protection Act 2018 (UK).
- To ensure all shifts and bank holidays are covered appropriately.
- Deputise as and when necessary for the Assistant Health Records Manager and colleagues.
- To ensure the departmental stationery stock is maintained effectively.
- To assist with the introduction and implementation of changes within the Health Records Service.
Job description
Job responsibilitiesYou will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac
- To be responsible for the day-to-day management and supervision of Digitised Health Record functions and staff ensuring an efficient and effective service is provided to users.
- To ensure the clerical staff work as part of the overall Health Records team by keeping them informed of decisions and protocols within the department.
- To write action protocols for all working practices within the areas of responsibility.
- Provide advice to patients/carers, managers and clinicians regarding Health Records issues and respond to Digitised Health Records enquiries.
- To be involved in and manage the introduction of new computer modules and systems as required e.g., Digitised Health Records.
- To be responsible for liaising with consultants, junior doctors, nursing staff and secretaries, regarding issues related to department administration.
- To co-ordinate and manage staff incorporating all staff issues:
- Sickness Management,
- Recruitment & Selection,
- Induction training,
- Mandatory training and development in accordance with Health Board policies,
- Training of staff in the workplace,
- KSF process and facilitation of continued professional development,
- Attendance Records/signing timesheets,
- Managing of annual leave and time in lieu,
- Overtime management,
- Competency issues,
- Investigate and action complaints,
- Ensuring a continuous level of staffing is available in the relevant areas,
- Responsible for quality/timeliness of computer data entry on WPAS specifically tracking but also the use of CWS and the Digitised Health Records.
- Auditing, monitoring, and reviewing work processes, systems, and job design to ensure optimum productivity, service effectiveness and safety.
- Ensure Health Records are available and are in the right place at the right time in line with agreed timescales.
- Ensure all Health Records that leave the Library Services area are prepared to agreed standards.
- Responsible for ensuring the library areas are culled on an ongoing basis.
- Responsible for ensuring library storage areas meet all health and safety requirements and are maintained to agreed standards.
- Responsible for ensuring Health Records transferred between hospitals or departments are secure and clearly addressed to recipient.
- Responsible for the ongoing process of the Retention and Destruction policy ensuring the legal retention periods are adhered to.
- Responsible for the ongoing management of the scanning of Health Records and to be involved in the development of the service.
- To ensure the security and confidentiality of the Health Records at all times.
- Responsible for ensuring Health Records are handled by staff who are authorised to handle them as part of their duties.
- To ensure all duties are undertaken in a courteous and professional manner and within agreed time scales.
- Responsible for the implementation of Health Board service standards.
- Ensure staff are fully aware of the principles of the Clinical Record Keeping Policy and Health Record Management Policy.
- Flexible to the needs of the Service in order to ensure smooth running of the department.
- To maintain good communication with other staff, clinicians, managers, wards, and other departments.
- Actively participate in the duties of the department as required.
- Deal with requests in accordance with the Data Protection Act 2018 (UK).
- To ensure all shifts and bank holidays are covered appropriately.
- Deputise as and when necessary for the Assistant Health Records Manager and colleagues.
- To ensure the departmental stationery stock is maintained effectively.
- To assist with the introduction and implementation of changes within the Health Records Service.
Person Specification Qualifications & Knowledge Essential - Good standard of education
- Evidence of continual professional development
- Sound knowledge of Microsoft systems
- Detailed knowledge of PAS
- Understanding of Health Board policies & procedures including HR
Desirable - Knowledge of Health Records systems & processes
- Foundation Certificate of the Institute of Health Records & Information Management
- Knowledge of WAG guidelines
Experience Essential - Recent superisory experience
- Experienced PAS user
- Demonstrate leadership skills
Desirable - Experience of dealing with all disciplines of staff
Skills & Attributes Essential - Good communication skills
- Ability to work effectively with clinicians
- Ability to influence & persuade others
- Ability to manage difficult situations under pressure
- Ability to deliver training
- Excellent organisational skills
- Ability to develop good & effective employee relations
- Ability to use own initiative & meet deadlines
- Ability to lead & motivate a team
- Approachable & sympathetic to staff needs
- Flexible to the needs of the service
- Ability to work & problem solve under pressure whilst achieving targets
- Demonstrate commitment to achieving high quality standards of work
- Accurate & methodical in all apsects of work
Other Essential - Welsh Speaker (level 1) or willingness to work towards
Person Specification
Qualifications & Knowledge Essential - Good standard of education
- Evidence of continual professional development
- Sound knowledge of Microsoft systems
- Detailed knowledge of PAS
- Understanding of Health Board policies & procedures including HR
Desirable - Knowledge of Health Records systems & processes
- Foundation Certificate of the Institute of Health Records & Information Management
- Knowledge of WAG guidelines
Experience Essential - Recent superisory experience
- Experienced PAS user
- Demonstrate leadership skills
Desirable - Experience of dealing with all disciplines of staff
Skills & Attributes Essential - Good communication skills
- Ability to work effectively with clinicians
- Ability to influence & persuade others
- Ability to manage difficult situations under pressure
- Ability to deliver training
- Excellent organisational skills
- Ability to develop good & effective employee relations
- Ability to use own initiative & meet deadlines
- Ability to lead & motivate a team
- Approachable & sympathetic to staff needs
- Flexible to the needs of the service
- Ability to work & problem solve under pressure whilst achieving targets
- Demonstrate commitment to achieving high quality standards of work
- Accurate & methodical in all apsects of work
Other Essential - Welsh Speaker (level 1) or willingness to work towards
Disclosure and Barring Service CheckThis 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.
Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Additional information
Disclosure and Barring Service CheckThis 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.
Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Employer details Employer nameAneurin Bevan University Health Board
AddressOnline House
Cleppa Park
Newport
NP10 8BA
United Kingdom
Employer's website 
