Band 3 Health and Social Care Records Assistant: Sponsorship Available

Job overview

An Exciting opportunity has arisen and we are therefore looking for an individual to come and work with us as a Health and Social Care Records Assistant providing support services to those making Data Subject Access Requests and undertaking general record management tasks.

We are a small team based across Blackberry Hill Hospital and our other site at Green Lane Hospital, Devizes.  We are excited to welcome you to our team.  If you think you are the right person, then please get in touch.

The post holder will cover all aspects of the role including, the pulling, filing, pruning, destruction, preparation amalgamation and secure transportation of case notes.

Main duties of the job

The primary purpose of the post holder will be assist in the development of an effective and efficient Health and Social Care Records service. To support the activity of the Clinical Sectors, to support the management of Health and Social Care Record ensuring compliance with records standards.

AWP is part of the NHS family, servicing a population of around 1.8 million. There are over 5,000 dedicated members of staff delivering services across more than 90 locations, covering a region of 2,200 miles. AWP has approximately 150 teams and our services support a population of around 1.8 million people.

AWP is part of the South West Provider Collaborative which comprises a number of NHS organisations, independent sector providers, and a community interest company. In working together, we’re able to pool our specialist knowledge and resources. Together, we want to improve the mental health support available to people living all over the South West.

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.     To file/retrieve Health and Social Care Records on a daily basis and in accordance with agreed Trust Policies and Procedures.

2. To assist in maintaining the Health and Social Care Records in a tidy order while transferring between departments.
3. To ensure that the incoming/outgoing post is in a tidy order ready for despatch and on occasions deliver Health & Social Care Records to other areas.
4. To be able to assist with Death Registration.
5. To liaise with professional/administrative staff within the Trust on issues relevant to Health and Social Care Records. 
6. To receive telephone calls and enquiries in relation to Health and Social Care Records issues and to be able to respond appropriately.
7. To assist in the sorting of incoming mail and to ensure outgoing mail is despatched by maintaining current agreed systems.
8. To liaise with external agencies ensuring compliance with the Data Protection Act and the Subject Access Request process as part of this.  Also providing administrative support in response to a SAR.
9. To support the Records Manager in collating information required for both clinical and administrative processes and to provide statistical information as requested by the Records Manager.
10. To monitor stationery supplies as part of the team and re-order as necessary using established procedures.
11. To provide assistance to other colleagues in order to ensure the efficient running of the Health and Social Care Records Department.
12. Any other duties compatible with the grade and on discussion with the Health & Social Care Records Manager.

Person specification

Essential

Essential criteria

• A good standard of Education. Minimum 3 GCSE’s or equivalent. Computer literate with knowledge of Microsoft Word and Excel. ECDL or equivalent Knowledge of Health Records and Systems
• Organisational Skills. A good understanding and working knowledge of the Data Protection Act 2018, GDPR Health Service Circular 1999/053 and the Freedom of Information Act
• Ability to work under own Initiative Experience of dealing with patients and or relatives.
• A good team player. Patience.
• Flexible

Desirable criteria

• Knowledge of Mental Health Records
• Minimum of two years health record experience
• Experience of Data Subject Access Requests

We are proud to be fostering a diverse workforce that reflects our communities.  A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with ‘lived-experience’ of mental health conditions and people living with disabilities,– we are a ‘Disability Confident Employer’ offering a guaranteed interview to Disabled applicants who meet the essential criteria.  This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.

Click here to view our applicant guidance

Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.

Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system ‘TRAC’. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.