Job summary

Main area: Surgery
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday - Friday)
Job ref: 302-25-7131775S

Employer: Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust
Employer type: NHS
Site: Leigh Infirmary
Town: Leigh
Salary: £24,169 per annum, pro rata
Salary period: Yearly
Closing: 21/05/2025 08:00

Health Records Assistant - Leigh

NHS AfC: Band 2

Choose Well - Choose WWL

Detailed job description and main responsibilities

The main duties of this role are

General housekeeping, liaising with Trust colleagues, exchanging information within guidelines and also responding and reacting accordingly where any ad hoc duties arise is the main job role. It is also crucial to take operational responsibility for facilitating an all round quality Health Records service for the Trust and to support the provision of Health Records for the A&E department.
The provision of Health Records in line with Trust and National policies and guidance
To file, retrieve and maintain Health Records and or X-rays in accordance with local Trust policies / National policies and standards.
Required to plan, organise and prioritise own daily workload by using organisational awareness and understanding of how Health Records are used and travel around the Trust sites.
Co-ordinate and respond to requests from varying sources using own judgement and initiative.
To adhere to good housekeeping guidance whilst making effective use of available storage and where necessary implementing solutions to improve efficiency.
Deal with electronic, telephone and written queries prioritising each individual request.
To be involved in repetitive physical activity involving the movement and distribution of Health Records throughout the Trust
To rotate between the departmental sites transferring general skills in line with service demands within each Health Records Library
To be able to plan and prioritise in line with service demands whilst assisting colleagues to meet departmental requirements associated with Governance, Quality Standards and other targets relating to service provision.
Actively promote and support good practice within the Health Records Libraries
Maintain daily contact with varying disciplines of staff both external and internal to the Trust who may need to access the Health Records Services.
Use various methods of communication, written, fax, telephone, scanning to facilitate service provision.
Process routine / non routine requests confidently and confidentially, requiring the postholder to use their own judgement and initiative where needed.
Report any process or system failures through to the line manager
Ensure the accurate recording of patient information & related data onto the HIS system
Accurate interpretation of HIS information in order to improve availability of patient records.

Person specification

Additional

Essential criteria

Good attendance record.
Must be able to work flexibly and where appropriate cover annual leave or sickness.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Knowledge

Essential criteria

Knowledge of general office systems and protocols in a customer related environment
Ability to follow guidelines and procedure
Knowledge of IT systems and packages within the workplace
Good understanding of customer care practices and procedures

Desirable criteria

Awareness of the 'Data Protection Act'
Awareness of Caldicott and confidentiality codes of conduct
PAS/CNT/XRT
Understanding of the Retention and Destruction policy "Records Management Code of Practice".

Skills

Essential criteria

Keyboard Skills
Proven ability to communicate effectively at all levels
Ability to multi-task
Ability to work to deadlines.
Interpersonal skills
Assertive
Demonstrate ability to work in a team
Work with frequent interruptions

Desirable criteria

To deliver high level of customer service using electronic, telephone and other channels of communication

Experience

Essential criteria

Proven experience of managing a busy workload.
Proven experience of meeting deadlines and targets.

Desirable criteria

Recent work experience within a healthcare administration setting
Experience in a Health Records setting

Qualifications

Essential criteria

Educated to GCSE Level (or equivalent) or able to demonstrate equivalent experience

Desirable criteria

To hold NVQ 2 clerical qualification or equivalent
ECDL or equivalent IT qualification

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Recruitment Information for Candidates

Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.

The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.

We endeavour to inform all applicants of the outcome of their application by email or SMS text message.

Guidance on Completing Your Application

Applications are scored against the person specification, therefore we recommend that you use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.

On-Call

Please note that some roles may require you to participate in an on-call rota, if the role is predominantly operational.

Continuous Service

WWL has signed up to the Greater Manchester Continuous Service Commitment. and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits.