Job summary
- Main area
- Health Records Supervisor
- Grade
- Band 5
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 267-CS7428621
- Employer
- Oxford Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Littlemore Mental Health Centre
- Town
- Oxford
- Salary
- £31,049 - £37,796 per annum
- Salary period
- Yearly
- Closing
- 21/09/2025 23:59
- Interview date
- 29/09/2025
Employer heading
Health Records Supervisor
Band 5
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
We actively support anti-racism, equality, diversity, and inclusion so, if you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, then please get in touch and we will be happy to have a conversation with you.
We are also committed to increasing diversity in the workforce, that is why we actively encourage applications from those groups of people who are currently under-represented, which include amongst others: people with disabilities; men from all socio-economic backgrounds; people from diverse ethnic backgrounds; and people from the LGBTQIA+ community.
Good luck and we hope to hear from you.
Job overview
Would you enjoy working within a small friendly team handling highly sensitive patient information? Are you interested in learning more about information governance and health records legislation?
We are recruiting for a full-time Health Records Supervisor to join our Information Governance Team based at Littlemore Mental Health Centre in Oxford, with travel to other Trust sites where required.
Whether you already work in health records or have transferrable skills, this is an excellent opportunity to grow your career in information governance. We promote a learning and development culture and we'll offer you all the required training an support relating to this role, as well as your career development.
You'll be overseeing workload allocation across a team of administrators who process patient health records for archiving, subject access requests, information sharing, and statutory disclosures, reading and redacting highly sensitive information. You'll advise team members, work on complex record amendments, investigate issues and escalate where required as well as report data metrics to senior management for operational analysis.
We are looking for a confident and highly-motivated individual with strong interpersonal, communication, and presentation skills who enjoys leading a team, is passionate about process improvement and has an interest in working within mental health services. If this sounds like you, we'd love to hear from you!
Main duties of the job
- Undertake the processing of patient health records in areas such as archiving, completing subject access requests, information sharing, and statutory disclosures, (reading and redacting highly sensitive information) as required
- Complete complex record amendments in multiple clinical systems such as dealing with adoptions and gender reassignments ensuring the rights and freedoms of the patients are observed
- Actively manage performance and develop the Health Records Administrators through regular
supervision and training opportunities - Advise on enquiries regarding health records from health professionals, patients and/or their representatives, and other agencies such as solicitors and law enforcement as appropriate and with outstanding customer service
- Demonstrate effective communication skills to build effective relationships with staff at all levels of the Trust
- Provide training and guidance relating to health records processing such as subject access processes to colleagues across the trust
- Manage and be responsible for the storage and security of the health records stores including off site
- Liaise with the Patient Advocacy and Liaison Service (PALS) when investigating complaints relating to patient records
Please refer to the job description attached for a comprehensive list of duties. This is a full-time role based at Littlemore Mental Health Centre Monday to Friday 9-5pm. We are not able to offer remote working options for this role.
Working for our organisation
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the “candidate guide to making an application” and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”
Our values are: “Caring, safe and excellent”
We offer a wide range of benefits designed to support your career and wellbeing. These include:
• Excellent opportunities for career progression
• Access to tailored individual and Trust wide learning and development
• 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
• NHS Discount across a wide range of shops, restaurants and retailers
• Competitive pension scheme
• Lease car scheme
• Cycle to work scheme
• Employee Assistance Programme
• Mental Health First Aiders
• Staff accommodation (please note waiting lists apply)
• Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Detailed job description and main responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.
Interviews for this role will be held in person at Littlemore Mental Health Centre on Monday 29 September. This will involve a brief presentation task which will be provided to you ahead of the interview day.
Person specification
Knowledge
Essential criteria
- Knowledge of the requirements of the Data Protection Act (2018), UK GDPR (2020) and Access to Health Records Act (1990) legislations.
- Able to apply legislative knowledge and understanding to complex situations/queries.
Desirable criteria
- Knowledge of the Caldicott Principles and duty of confidentiality.
Qualifications
Essential criteria
- Educated to degree level or equivalent working experience.
- Able to evidence continuous professional development.
Desirable criteria
- Data Protection Practitioner qualification or willing to work towards.
- Diploma of the Institute of Health Record & Information Management (IHRIM) or willing to work towards.
Skills
Essential criteria
- Excellent communication skills (written and verbal), with the ability to communicate with a wide range of audiences.
- Influencing skills and ability to appropriately deal with resistance to change.
- Ability to analyse and present complex information.
- Excellent organisational skills.
Desirable criteria
- Advanced MS Excel Skills
Experience
Essential criteria
- Experience of working in a secure and trusted environment.
- Supervisor experience.
- Creative approach to producing and presenting training to a variety of staff groups.
- Experience of applying legislative principles in practice.
Desirable criteria
- Experience of working with health record systems such as EMIS, Rio and Adastra.
Personal Qualities
Essential criteria
- Respect for the law and the rights and freedoms of individuals.
- A desire for continuous improvement and efficiency.
- Creative approach to producing and disseminating complex information and training to a variety of staff groups.
- Self-motivated with the ability to prioritise own work to meet deadlines and the work of others.
- Able to work on own initiative with awareness of own limitations and willingness to seek advice as appropriate.
- Able to demonstrate high levels of integrity, confidentiality, and reliability.
- Able to work effectively as part of a team.
- Considerate of the Trust values of Caring, Safe and Excellent in everything they do.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Laura Hamilton
- Job title
- Information Governance Manager
- Email address
- [email protected]
- Telephone number
- 07717 301808
- Additional information
At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.
If you have any questions or would like to arrange an informal visit please feel free to contact Laura Hamilton or email Eri Ntervisi at [email protected] or telephone 07468 700982.
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