Choose Well - Choose WWL
Job overview
Are you an organised, motivated leader with a passion for delivering excellent service? Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are looking for an experienced and proactive Access to Health Records Team Leader to join our dynamic Information Governance team.
You'll lead a dedicated team responsible for managing Subject Access Requests (SAR) and ensuring patients, solicitors and partner organisations receive timely and accurate access to medical records. This is a fast-paced role where attention to detail, legislative understanding and people skills come together to make a real difference to patient care.
You'll support process improvements, mentor new team members and play a key part in maintaining high standards of data protection and service delivery.
We offer flexible working with a blend of office and home-based arrangements.
This vacancy is open to internal and external candidates.
37.5 hours per week - Monday to Friday (no on call requirements).
If you thrive on problem solving, teamwork and delivering measurable impact - we'd love to hear from you.
Please note that this vacancy may close early if a sufficient number of applications are received. We encourage interested candidates to apply promptly to avoid disappointment.
Main duties of the job
The main duties will include:
· Supervising the day to running of the Access to Health Records Team.
· Responsible for ensuring all requests for Access to Health Records are dealt with in an efficient and timely manner within the set timescales.
· Providing support and training to other team members
· To carry out accompanied viewings of medical records by members of the public.
· Responsible for ensuring mechanisms are in place to retrieve records, copy records and to liaise with multi – disciplinary staff where the need arises regarding disclosure.
· Responsible for processing all associated documentation regarding appropriateness of requests, photocopying, consents and identification checks ensuring that processes are consistent, transparent and legally compliant.
· Ensure all telephone enquiries are dealt with in an efficient and confidential manner
· Responsible for maintaining backup systems to support the processes in the absence of electronic data capture.
· To keep up to date with new developments and service changes in relation to Clinical records, Data Protection, Caldicott, Health Records Management as part of an individual development plan
· Compliance with all relevant Information Governance Legislation.
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals 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.
·People at the Heart
·Listen and Involve
·Kind and Respectful
·ONE Team
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. We are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information available by contacting covid-19.vaccine@wwl.nhs.uk where you can also ask about how to access vaccinations.
Detailed job description and main responsibilities
Demonstrate a detailed knowledge of various legislations, such as the General Data Protection Regulations, the Data Protection Bill, the Freedom of Information Act and the Environmental Information Regulations, acting as a source of expertise and guidance to Trust staff within the organisation.
Develop an in-depth knowledge of the NHS Information governance Agenda
Provide statistical information to the Information Governance Officer/Manager, to support ongoing monitoring of Trust compliance with core performance standards, using knowledge of statistical process control techniques.
The ability to plan and organise own workload whilst assisting colleagues to meet the Departmental needs of the service regarding the timely response and actioning of all Requests and other associated service requirements.
Maintain daily contact with colleagues working within the team to ensure priorities are met and targets achieved
Regularly update management team regarding outstanding issues, potential areas of concern and any other associated problem.
Optimise the use of IT Technology through competent and effective application of Microsoft applications to produce documentation, presentations, create databases and issue reports.
For a detailed description of the job itself and its main responsibilities, please see the attachments.
Person specification
Additional
Essential criteria
1. Speak English to an appropriate standard relevant to the role, i.e with confidence and accuracy, using correct sentence structures and vocabulary and without hesitation
2. Flexible approach to work
3. Hardworking
4. Professional appearance / attitude
5. Ability to remain calm under pressure
6. Ability to travel independently to other locations within the Trust as required
7. Ability to travel to other locations within the Trust
Desirable criteria
8. Ability to handle difficult circumstances
9. Full and clean UK Driving licence
Knowledge
Essential criteria
10. Knowledge of the NHS
11. Knowledge of the Access to Health Records legislation
12. Knowledge of the General Data Protection Regulations and the UK Data Protection Act
13. Full knowledge of the Freedom of Information Act and Environmental Information Regulations
Desirable criteria
14. Commitment to CPD
Skills
Essential criteria
15. Excellent Communication Skills
16. Ability to prioritise workload
17. Able to communicate both written and verbally with all levels of staff
18. Computer literate and knowledge of Microsoft Office
19. Ability to deal sensitively with confidential information
20. Excellent organisational skills
21. Advanced keyboard skills
22. Ability to use own initiative and work under direction
23. Ability to work as part of a team
24. Able to extract and analyse information from databases
Experience
Essential criteria
25. Experience of adhering to targets
26. Relevant NHS experience of the Data Protection Act
27. Experience of HIS, EPR and Patient Centre
28. Ability to prioritise workloads to tight deadlines
29. Demonstrate experience of using Microsoft Word / Excel spreadsheets
30. Day to day management and supervisory experience
Desirable criteria
31. Ability to use Microsoft Office Packages
32. Awareness of organisational policies, procedures and guidelines
33. Customer service focused experience
Qualifications
Essential criteria
34. 5 GCSE's level 4-9 / Grade A*-C including Maths and English
35. NVQ Level 3 in Business Administration or equivalent
Desirable criteria
36. ECDL