Job summary
- Main area
- Soft Facilities Management
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 30 hours per week (Tuesday - Friday (8.30-4.30))
- Job ref
- 342-EFM024-0525
- Employer
- Avon and Wiltshire Mental Health Partnership NHS Trust
- Employer type
- NHS
- Site
- Green Lane Hospital
- Town
- Devizes
- Salary
- £26,530 - £29,114 pro rata
- Salary period
- Yearly
- Closing
- 15/05/2025 23:59
Employer heading
Band 4 Health Records / SARs Administrator - Devizes
Band 4
Job overview
Are you looking for a change? Exciting opportunity has arisen to come and join the Health and Social Care Records Team. One of two Administrators both co-ordinating and managing day to day physical record archiving and to help co-ordinate and process requests made to access personal / sensitive data contained within the Health Record. Knowledge and awareness of Data Protection and GDPR would be advantageous.
A centralised function based on two sites, you will need to be able to communicate confidently with both internal and external bodies such as: Police, Courts, Solicitors. A professional manner requiring commitment in making sure a legal process is followed.
Overseeing a team of two but also covering the Band 4 Administrator in Bristol when on leave. This does not have to be on site but a regular visit would be helpful for team cohesiveness.
Main duties of the job
The most challenging part of this operational role will be to effectively deal within a large, complex organisation with multiple deadlines and priorities. The team is split across two sides of the Trust and maintaining team cohesiveness can be challenging when complex issues arise in different parts of the Trust. Inevitably, given the nature of the trust’s work, from time to time you will work with some information that is of a distressing nature. Good communication is required by all to enable individual and team wellbeing to be maintained.
Working for our organisation
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust): a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Detailed job description and main responsibilities
1. Help manage and co-ordinate SARs and other requests.
2. Oversee the work of office staff where necessary, allocating duties, prioritising work and ensuring acceptable standards are maintained.
3. Ensure systems are in place for the gathering of performance monitoring information and providing this to the Service Manager on a monthly, quarterly and annual basis and where required showing comparisons with previous periods..
4. Answer the telephone, being the first point of contact for callers at Green Lane for SARs and Records Office dealing sensitively with enquiries.
5. Receiving visitors to the service, by telephone, in person, directing people as appropriate.
6. Liaise with other departments and parts of the organisation, following up information and gathering data as needed.
7. Receive, sort and distribute daily post, prioritising information received and ensuring urgent matters are flagged appropriately.
8. Take accurate messages, ensuring they are passed on to the appropriate person in the team.
9. Produce high quality word processed letters, reports and other documents as required.
10. To utilise skills in MS Office to set up spreadsheets and Power Point presentations.
11. Order stationery and office supplies, maintaining a stock of standard equipment.
12. To maintain the health roster for staff.
13. Respond to ad-hoc requests effectively and in good time. Manage multiple tasks whilst allowing for inevitable distractions.
Person specification
Experience
Essential criteria
- Flexible
- Adaptable
- Able to multi-task
- Customer Care skills
- Able to deal with people at all levels
- Supervisory skills
- Data Protection / GDPR
Desirable criteria
- Knowledge / awareness of SAR Process
- Experience of working in mental health services / environment
- Records qualification / DP / SARs course attendance
Employer certification / accreditation badges
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Applicant requirements
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
- Wendy Willmott
- Job title
- SARs / Health Record Administrator
- Email address
- [email protected]
- Telephone number
- 0117 3784225
- Additional information
Victoria Carr
Facilities Services Manager
0117 3546999 / 7000
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