Job vacancy: Prepping Team Leader, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Health Records
Grade: NHS AfC: Band 3
Contract: Permanent: Monday-Friday
Hours: Full time - 37.5 hours per week (37.5 hours per week)
Job ref: 216-AM-A7249095

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Windsor House
Town: Plymouth
Salary: £24,625 - £25,674 £24,625 - £25,674 Per Annum
Salary period: Yearly
Closing: 24/06/2025 23:59
Interview date: 01/07/2025

Prepping Team Leader

NHS AfC: Band 3

Detailed job description and main responsibilities

To ensure that staff are aware of the clinics they are covering by providing weekly figure allocation of clinics staff will be responsible for, ensuring a fair distribution of work.
To achieve 99% of Casenote availability for all clinics and ensure that next day clinics are checked to achieve this target.
To ensure that staff support each other when notes prove difficult to find.
To monitor the raising of temporary folders, where notes have not been found, to ensure that sufficient investigations have been pursued.
To delete Temporary notes volumes raised in error on iPM (Patient Information Management System)
To ensure that all staff understand the importance of tracing casenotes and comply with Trust Policy
To monitor and performance manage staff in conjunction with the CRL Manage
To ensure that an Individual Performance Review is obtained from the supervising line manager on an annual basis.
To ensure that all staff have a firm understanding of the importance of data quality, especially in relation to the Data Protection Act 1998 and to monitor that all information is entered in a timely and accurate manner.
To manage staff annual leave, sickness and deal with initial stages of grievance and discipline
To carry out staff appraisals and act as an appointment panel member within recruitment process.
To attend meetings with all levels of staff to provide updates and ensure any required changes are communicated and implemented within department
To liaise with Trust Managers at all levels to ensure an effective and efficient service.
To visit all departments they are responsible for on a regular basis.
To liaise with other Team Leaders where there is insufficient staff to deal with workloads, in particular during holidays and sickness in any of the areas and move staff to cover worst affected areas, ensuring CRL Manager is kept informed of the situation.
To ensure that ALL staff are kept up to date with any changes in working practice.
To carry out investigations into complaints as allocated by CRL Manager and draft a response.
To monitor and where applicable reduce the ordering of taxis by staff in order to cut cost.
To undertake other duties within the post holder’s competence/career development plan as may be necessary from time to time, as determined CRL Manager.
For further details please see attached JD&PS.

Note

This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.

Person specification

KNOWLEDGE & EXPERIENCE

Essential criteria

• Demonstrable experience in dealing with sensitive and confidential information with an understanding of the General Data Protection Regulations (GDPR).
• Proven knowledge of the NHS Records Management Code of Practice.
• Keyboard skills
• Microsoft Office demonstrable experience
• Demonstrable experience of Managing a Team

Desirable criteria

• Significant NHS Records Library demonstrable experience, including Receipt & Despatch Processes.
• Working proven knowledge of iPM

QUALIFICATIONS

Essential criteria

• Educated to GCSE/NVQ Level 3 or equivalent demonstrable experience

APTITUDE & ABILITIES

Essential criteria

• Accuracy and attention to detail
• Ability to maintain confidentiality to the highest degree
• Willingness to undertake appropriate training.
• Confident enough to make recommendations on how current working practises should be changed
• Excellent communicator: capable of constructing and delivering clear information/ instructions to staff and service users
• Ability to deliver training on procedures to system users.
• Ability to work under pressure in a busy working environment to tight deadlines.
• Effective team worker
• Excellent organisational skills
• Able to work using own initiative and manage own workload.
• Ability to interpret policy and guidelines and to be able to work within that framework

DISPOSITION / ATTITUDE / MOTIVATION

Essential criteria

• Adaptable to changing priorities and deadlines
• Ability to assimilate information
• Good time management
• Customer orientated
• Quality Control
• Enthusiastic, responsive to new demand, willing to learn new skills and welcome change
• Able to deal effectively with unexpected situations, taking advantage of opportunities and overcoming problems
• Positive and flexible approach to working practices
• Patient with an empathetic understanding of staffing issues
• Discretion and tact
• Good negotiator

OTHER FACTORS

Essential criteria

• Flexibility to work across all 3 sites
• Able to work flexibly

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.