Job vacancy: Disclosure of Information Assistant, Gateshead Health NHS Foundation Trust, Gateshead

Job summary

Main area: Disclosure of Information - Health Records
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Part time - Flexible
Job ref: 297-6205883

Employer: Gateshead Health NHS Foundation Trust
Employer type: NHS
Site: Disclsoure - Health Records - Queen Elizabeth Hospital
Town: Gateshead
Salary: £22,383 PRO RATA
Salary period: Yearly
Closing: Today at 23:59

Disclosure of Information Assistant

NHS AfC: Band 2

In the event of excessive applications being received this vacancy may close earlier than the stated closing date, you are encouraged to submit your application as soon as possible

IMPORTANT NOTE ON COMPLETION OF REFERENCE SECTION OF APPLICATION FORM

All references from current and previous employers will be sought and MUST cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Where possible this should be from two separate employers. Failure to complete this section may result in your application not being processed.

PLEASE NOTE it is a requirement of this Trust that all successful applicants pay for their DBS certificate if a check is required for the post. This will be done through deduction from your monthly pay over a maximum of three months. It is also a requirement that all successful applicants register or are registered with the DBS update service where a DBS is required.

All new entrants to the NHS will be appointed on the minimum of the pay scale in line with Terms & Conditions.

Detailed job description and main responsibilities

To support the Disclosure Officers in the provision of an efficient and effective service
To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy
To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.
Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.
Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures.
Count copies and ensure quality checks are undertaken on photocopies/re-prints produced, as both original and copies are legal documents.
Ensure original paper copies are re-filed in the correct order within the patients’ health records, creating replacement folders as necessary where the old folders are damaged and worn.
To identify patients on the Trust’s Patient Administration System (PAS) by locating their hospital or any other numbers on that system
Retrieve and return health records to correct location using the tracking system
To ensure the confidentiality of information contained in patient records is maintained at all times
Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust
Liaise with Photocopier Company/IT regarding levels of stock, replacement parts and general maintenance issues.
In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality
Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy

Person specification

Attention to detail

Desirable criteria

Attention to detail
Good standard of education

Essential

Essential criteria

Ability to work to tight deadlines
Keyboard Skills/IT packages
Ability to communicate effectively with people at all levels by telephone and in person
Ability to work without direct supervision
Flexible approach to working

Desirable criteria

Understanding the importance of confidentiality
Experience of working with large filing systems
Ability to work under pressure

Applicants who have not been contacted within 4 weeks of the closing date are to assume that their application has been unsuccessful.

Applications from job seekers who require Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications where the post is eligible. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Candidates who require sponsorship are strongly advised to visit the UK Border Agency website and familiarise themselves with what is required. There is a facility on this site to access the points based calculator and work through an example which should assist candidates in their understanding of the process.