Job summary
- Main area
- Administrative and Clerical
- Grade
- NHS AfC: Band 5
- Contract
- Permanent: Part Time 20 hours per week working Wednesday, Thursday and Friday
- Hours
- Part time - 20 hours per week (Working Wednesday, Thursday and Friday)
- Job ref
- 407-CORPORATE-8045292
- Employer
- Walsall Healthcare NHS Trust
- Employer type
- NHS
- Site
- Walsall Healthcare NHS Trust
- Town
- Walsall
- Salary
- £32,073 - £39,043 pro rata
- Salary period
- Yearly
- Closing
- 30/07/2026 23:59
Employer heading
Deputy Health Records Manager (HRAT)
NHS AfC: Band 5
Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.
This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.
We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.
As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.
Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.
RESPECT – COMPASSION – TEAMWORK – PROFESSIONALISM
Job overview
We are seeking a part time/job share Deputy Health Records Services Manager to join Health Records Services based at Walsall Manor Hospital.
The post holder may be required (in the absence of the other Deputy Health Records Services Manager), to support the day-to-day management of the wider Health Records Service, which includes the Health Records Library, Clinic Prep, Loose Filing Team, Archiving & Storage, Scanning Bureau, ensuring services meet nationally and locally agreed targets and key performance indicators (KPIs) e.g. Department of Health (DOH), Data Protection Act 2018, General Data Protection Regulation 2016 and Information Governance (e.g. Data Security and Protection Toolkit standards).
Main duties of the job
Management/supervisory experience is essential for this role as the post holder will manage a team, including a Team Leader, Access Coordinators, and Health Records Clerks as part of their daily role. They will also contribute to the wider Health Records Services Management Team, contributing to various service and Trust wide projects, including supporting the delivery of the Electronic Patient Record through the use of an integrated EPR solution where information will be recorded at the point of care. Excellent keyboard skills and working knowledge of Microsoft Outlook, Word, Excel and Teams is essential.
Reporting to the Health Records Services Manager, this post will be primarily responsible for the Health Records Access Team (HRAT). The HRAT process around 3000 requests per year to access patient information, including Subject Access Requests, Access to Health Records Act (deceased) requests, police requests, court orders, and other hospitals/continuing care requests etc. A working knowledge of Information Governance and data protection principles is essential. The post holder will deputise in the absence of the Health Records Services Manager and represent the department in meetings as and when required. The post holder will be required to receive and provide complex, sensitive and contentious information whilst processing patient information requests, and will be required to respond to complex requests and patient complaints, and support the Health Records Service Manager in responding to ICO complaints.
Working for our organisation
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010 and the continued upgrading of existing areas ensures the Trust now has a state-of-the-art Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit facilities.
A new Urgent Emergency Care Centre was opened in March 2023. The two-storey development has significantly improved emergency care facilities and capacity and has provided almost 5,000 square metres of additional clinical space.
Detailed job description and main responsibilities
The Deputy Health Records Services Manager (HRAT) will provide day-to-day Leadership of the Health Records Access Team, and will deputise, in the absence of the Deputy Health Records Services Manager, to ensure continuity of service. To work as a key member of the management team to provide operational supervisory support across the Service if required (Health Records Access, Scanning Bureau, Library and Clinic prep).
The post holder is responsible for overseeing and supporting the processing of all requests for patient information (as defined by the Data Protection Act 2018, the Access to Health Records act 1990, and applicable Trust policies and procedures) on behalf of all Departments within the Trust. This will include requests from patients and their representatives, including Solicitors, and also from other agencies such as the police, social services, Coroner’s Office, courts, and other hospitals.
The post holder must have a good understanding of information governance, data protection and Caldicott principles, and ensure that patient data is appropriately disclosed, and confidentiality is maintained at all times. There will be a requirement to access and navigate various electronic systems to identify and extract relevant patient information.
To provide advice on all aspects of Health Records Services, though working predominantly within the Health Records Access Team. Support the Health Records Services Manager in responding to patient complaints relating to health records access requests.
To be involved in various work projects including supporting the delivery of the Electronic Patient Record through the use of an integrated EPR solution where information will be recorded at the point of care.
Full Description can be found in the JD and PS attached.
Person specification
Qualifications
Essential criteria
- Evidence of continued professional development
Desirable criteria
- Degree or equivalent qualification in Business Administration.
Knowledge and Experience
Essential criteria
- Demonstrable experience of staff supervision within a Health Records Environment, management of sickness absence / performance
- Experience of managing a team Proven, effective administration skills
- Working knowledge of Microsoft Office applications, the internet and email
- Demonstrates effective customer care skills, ability to manage complaints.
- Demonstrates an awareness of Confidentiality/Health, Safety and Security
Desirable criteria
- Knowledge of computerised Patient Information System
Key Competencies
Essential criteria
- • Effective written and verbal communication skills.
- • Training new members of staff.
Desirable criteria
- • Effective Telephone Manner
Skills and Aptitudes
Essential criteria
- • Ability to demonstrate supervisory skills and experience
- • Fully conversant with patient confidentiality
- • To demonstrate understanding of the Teams roles and responsibilities
- Ability to influence and engage other both at a peer level and senior level.
Desirable criteria
- • Proven service improvements.
- • Able to work under pressure and to deadlines.
- • Ability to prioritise workload effectively
- Excellent organisational/ work prioritisation skills
Employer certification / accreditation badges
Applicant requirements
You must have appropriate UK professional registration.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Liz Miller
- Job title
- Health Records Manager
- Email address
- [email protected]
- Telephone number
- 01922 721172
- Additional information
Liz Miller, Health Records Manager
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