Health Records Manager

An exciting opportunity has arisen in the Corporate Outpatients Services for an inspirational, driven and motivated Health Records Manager to join the operational team. We are looking for a reliable, efficient, customer-focused individual with good communication and organisational skills to provide operational management of the Health Records department.

As a role model, you will be self-motivated and have the confidence to work with a wide variety of multi-disciplinary staff across both the hospital and the university, and be the first point of contact for the department. You will have good interpersonal skills, a polite and courteous manner, and a professional attitude. You will have effective verbal and written communication skills, and will enjoy working as a team member. You will be able to cope under pressure in a busy working environment. Accuracy and attention to detail are essential, as are advanced computer skills. You will have experience of running a Digital Scanning Centre and be able to demonstrate knowledge and understanding of clinical notes in all formats, especially experience of transitioning from paper to digital systems. You will have an understanding of Health Records Policy and of Department of Health guidelines and legislation governing health records and Access to Health Records, as well as Data Protection, Information Governance, and GDPR.

The post holder will play a pivotal role in the development of Health Records in the Trust in line with the Trust’s overall information governance framework. They will be the Trust lead on records management in accordance with the Records Management Code of Practice 2021 and are expected to be an expert on the management of records; they will also be responsible for developing and delivering long-term strategic planning for the service in line with the Trust's strategy.

The post holder will have responsibility for both developing and implementing policies around Health Records management to ensure the Trust is compliant with NHS Resolution and other appropriate frameworks. Responsible for the operational delivery of the Health Records service, managing notes libraries, the document scanning centre, and the Subject Access Request team, the role is key in ensuring the service is timely, adheres to legislation, and purposefully evolves in line with local and national guidelines and initiatives. The postholder is responsible for ensuring that the service is continuously reviewed, effectively monitored, and consistently meets legislation and its obligations to the Trust and the patients it treats.

Working for our organisation St George’s, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George’s Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary’s Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC). After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

The post holder is responsible for the Health Records Policy and the Retention, Disposal, and Destruction of Health Records Policy, ensuring they are regularly reviewed, updated, and aligned with national guidelines, legal requirements, and best practices. Lead responsibility for records management within the Trust in accordance with the Records Management Code of Practice 2021. Lead on the development of the strategy for electronic health records and contribute to the vision of a paperless Trust by staying abreast of developments both internally and nationally by identifying opportunities to improve policies, procedures, and guidance within the Trust and by best practice sharing with other NHS organisations.

Responsibility for developing and co-ordinating the electronic patient record strategy, including workforce, activity, financial, and capacity/service/quality improvement plans as part of the planning cycle. Support in change management by ensuring that staff are fully engaged and supported in operational, governance, and performance matters around change management. Act as a positive role model through the provision of effective and professional leadership to employees. Develop the capacity and capability of individuals within the team to enable them to improve services and to plan and manage change for the benefit of patients and the public. Using a patient-centred approach, work in partnership with colleagues, partner organisations, and stakeholders to develop service improvement plans, to ensure service improvement targets are delivered. Support and contribute to a style and approach to working based upon excellent communications, openness and the continuous improvement of service performance. To comply with the provisions of the NHS Code of Conduct for Managers.

Qualifications and Training: Educated to degree level or equivalent (must be able to demonstrate ability to have the capacity/experience to take on an operational management role through equivalent knowledge and experience). Evidence of continuous professional development. Has completed management/leadership training in the last 2 years. Formal records management qualification (e.g. IHRIM (Institute of Health Records and Information Management) Diploma).

Experience: Knowledge of range of computerised software, managerial knowledge, project monitoring, acquired through degree or equivalent experience sufficient to demonstrate the necessary operational management experience required including staff management and financial management. Operational experience in a health service delivery environment. Has managed a budget as part of a previous role and understands the principles of how to manage a budget. Experience of working with a team to reduce expenditure. Demonstrable success in delivering change. Managed a budget of over £1 million. Managed a contract of over £400,000.

Skills: Proficient user of Microsoft Office package (e.g. Word, Excel, PowerPoint, Access).

Knowledge: Knowledge of HR Policies and Procedures in the NHS. Understanding of project management techniques. Ability to collaborate constructively with internal and external partners to create the conditions for successful partnership working. Understanding of Health Records Governance framework requirements. Understanding the requirements of the Risk Management Standards framework for Acute Trusts. Understanding of NHS Complaints processes and timeframes and experience of dealing with customer complaints. Knowledge of the role of Caldicott Guardian and the Data Protection Act. Knowledge of Freedom of Information Act. Knowledge of the trust’s PAS and health record tracking systems. Good understanding of work practices and procedures Trustwide which may impact on the Health Records Service.

We expect all our staff to share the values that are important to the trust – being excellent, kind, responsible and respectful – and behave in a way that reflects these.

Please note that this vacancy may close before the advertised closing date if sufficient applicants are received. Please check your email regularly as all candidates shortlisted for interview will be contacted and informed by email. If you are appointed to the post, as part of your pre-employment check we will be required to verify your identity. The document/s you present for this purpose will be checked for their authenticity by scanning all known security features.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.