Executive Assistant
3 months ago
Job overview
Would you like to be part of a new team delivering a key service across our Trust?
The Trust holds a variety of types of records both at Trust managed archive facilities and also at 3rd party storage companies. Each type of record will have various assessment criteria in order to determine correct retention and destruction protocol in line with legislative requirements.
To achieve this goal we are looking for highly motivated, capable and pro-active individuals to deliver and help develop the Archive Team within the Health Records Department.
The role involves being responsible for the retention, destruction and scanning of patient documents, delivering a high quality service for all service users and providing a comprehensive, confidential, and effective archiving service to the Trust.
We are looking for enthusiastic individuals with; good communication skills, excellent team working, organisational and time management skills. Individuals will also need to be physically fit as there is a significant amount of manual handling involved. As this is a new team the post holders will be expected to work closely with the Health Records managers and external departments to help cement and improve the service as it develops.
This is cross-site and you will be required to work from York Hospital and both our Rawcliffe and Clifton Moor sites. A valid UK driving Licence is required to transport Records across these sites.
Main duties of the job
The Records Archive Coordinator will provide a high quality service for all users of the Core Patient Database (CPD).
The post holder will work within the Health Records Department providing a comprehensive, confidential and effective retention and destruction service to the Trust.
The post holder will be expected to be the first point of contact on all matters relating to the retention, destruction and storage of records, responding to telephone, email and face to face requests and enquiries for information held on Trust sites and with external storage providers.
The post holder will be required to provide supervision to Records Services Operatives (Band 2) staff in the absence of Team Managers.
This job is currently going through formal job matching and therefore the noted banding is indicative.
Working for our organisation
Our benefits
We offer a range of benefits to support our staff including:
Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependents 27 days holiday rising to 33 days (depending on NHS Trust service) A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager at interview stage. A variety of different types of paid and unpaid leave covering emergency and planned leave Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme NHS Car Lease scheme and Cycle to Work scheme An extensive range of learning and development opportunities Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a of providersFor further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Detailed job description and main responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: .
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
COVID-19 Vaccination Requirements
Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.
Person specification
Education, Qualifications and Training
Essential criteria
GCSE Level or equivalent. Maths and English at C or above – or equivalent qualification / NVQ Level 3 or equivalent relevant experience
Desirable criteria
Records management qualification
Experience & Knowledge Required
Essential criteria
Previous Administrative experience (6 months minimum) Previous experience of understanding and dealing with customer requirements Previous experience of using Microsoft packages
Desirable criteria
Previous experience of working in NHS or archiving Experience of dealing with confidential information Knowledge of legislative requirements/retention & destruction schedules
Skills & Attributes
Essential criteria
Ability to organise and prioritise own workload Good communication skills on telephone and face to face Ability to work as part of a team
Desirable criteria
Previous Experience of supervising others/the work of others
Aptitude & Personal Qualities
Essential criteria
Able to work flexibly in an environment where demands and priorities change quickly-
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