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Assistant Medical Records Library Manager

Band 5

Main area
317 Medical Records - Corporate
Grade
Band 5
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
317-2022-19-54-DR
Site
Freeman Hospital
Town
317 01 Freeman Hospital
Salary
£25,655 - £31,534 per annum
Salary period
Yearly
Closing
Today at 23:59
Interview date
11/07/2022

Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.

Rated ‘Outstanding’ by the CQC for the second consecutive time in 2019, we have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 1.84 million patients ‘contacts’ each year, delivering high standards of healthcare.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job overview

An exciting opportunity has arisen within Health Records and Main Receptions for an Assistant Medical Records Library Manager to join our well-established, friendly and supportive team.  The successful applicant must be extremely organised, flexible, enthusiastic and well-motivated to take on this role in our busy departments.  The Health Records department is going through a transitional phase, managing both paper notes and the electronic patient record.  The successful candidate will be responsible for driving future change within Health Records and Main Receptions, as well as ensuring that high standards of patient care are maintained throughout all areas.

  • Interview date: 11th July 2022
  • 37 hours 30 minutes post
  • You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Newcastle Hospitals encourages all staff and volunteers who are appointed to join the Trust to be fully vaccinated against COVID-19

Main duties of the job

The post holder will be required to liaise with multiple directorates and departments in our busy, challenging environments. Knowledge and understanding of Health Records and Main Reception processes is essential. Strong leadership skills and the ability to motivate others is also essential.  You must able to demonstrate experience and a good understanding of legal requirements relating to patient records, whilst knowledge of the Data Protection Act 2018 and GDPR is essential to this role.

The post holder will also be involved with the management of the Main Reception areas throughout Newcastle upon Tyne Hospitals, ensuring the service is provided to a high standard.

You must possess a strong knowledge of relevant Trust IT systems, including eRecord, Document Store Printing and Therefore.  The successful candidate must possess significant management or senior administrator/supervisor level.

Working for our organisation

Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.

Rated ‘Outstanding’ by the CQC for the second consecutive time in 2019, we have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 1.84 million patients ‘contacts’ each year, delivering high standards of healthcare.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Detailed job description and main responsibilities

  • To be responsible for the day to day management of an efficient, effective and comprehensive Medical Records Library.
  • To lead, coordinate and manage the Medical Records team within budget constraints
  • To manage recruitment, induction, probation, appraisal, disciplinary, training and personal development.
  • To ensure that the function meets national and local targets including waiting time targets
  • To manage the medical records libraries to support patient care through the timely availability of patient case notes to all users.
  • Responsible for issues associated with all front of house / reception and areas 
  •  Assist / Deputise for the Medical Records Library Manager
  • To manage the design, implementation, monitoring and communication of service improvements and suggest new ways of working to improve efficiency and realise cost improvement targets.
  • To ensure that Trust and Directorate objectives, policies and directives are communicated and implemented in a timely and appropriate manner to the staff.

Person specification

Qualifications & Education

Essential criteria
  • • Degree level education in a relevant subject or equivalent experience
  • • Educated to GCSE level including GCSE English Language Grade 4 or above or equivalent experience
Desirable criteria
  • • A recognised management qualification at certificate level or a commitment to work towards this.

Knowledge & Experience

Essential criteria
  • • Must possess significant previous experience ideally in the NHS at management or senior administrator/ secretary/ supervisor level
  • • Knowledge of human resource management and an appreciation of the necessity to gain knowledge of Trust HR policy and procedures.
  • • Knowledge and understanding of managing a Medical Records Department.
  • • Knowledge of the legal requirements relating to the retention of medical records.
  • • Knowledge of legal requirements relating to patient records including the Data Protection and Access to Health Records Act.
  • • Knowledge of relevant Trust IT e.g. eRecord, PAS, case note tracking systems etc
  • • Knowledge of the NHS and Trust complaints procedures
  • • Knowledge of NHS National Policies and Initiatives including Department of Health Waiting Time targets
Desirable criteria
  • • Knowledge of the Directorate
  • • Knowledge of medical terminology/ extensive previous experience as a senior medical secretary

Skills & Abilities

Essential criteria
  • Advanced IT skills to include Excel, Word, PowerPoint and Outlook.
  • • Excellent communication skills, able to converse fluently, logically and confidently with multi-disciplinary personnel both internal and external to the Trust, and in difficult, sensitive and contentious situations.
  • • Strong leadership ability and the ability to motivate others; a team worker
Desirable criteria
  • • Presentation skills

Employer certification / accreditation badges

Veteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in People: GoldMindful employer.  Being positive about mental health.Age positiveDisability confident employerCare quality commission - OutstandingDefence Employer Recognition Scheme (ERS) - GoldArmed Forces Covenant Gold AwardRIDI Awards Finalist 2021Stonewall Gold 2022

Documents to download

Apply online now

Further details / informal visits contact

Name
Iain Watson
Job title
Assistant Health Records Services Manager
Email address
iain.watson@nhs.net
Telephone number
0191 2139667
Additional information

Iain Watson  0191 2139667

iain.watson@nhs.net