Job overview
We are seeking a part time/job share Deputy Health Records Services Manager to join Health Records Services based at Walsall Manor Hospital.
Management/supervisory experience is essential for this role as the post holder will manage a team, including a Team Leader, Access Coordinators, and Health Records Clerks as part of their daily role. They will also contribute to the wider Health Records Services Management Team, contributing to various service and Trust wide projects, including supporting the delivery of the Electronic Patient Record through the use of an integrated EPR solution where information will be recorded at the point of care. Excellent keyboard skills and working knowledge of Microsoft Outlook, Word, Excel and Teams is essential.
The post holder may be required (in the absence of the other Deputy Health Records Services Manager), to support the day-to-day management of the wider Health Records Service, which includes the Health Records Library, Clinic Prep, Loose Filing Team, Archiving & Storage, Scanning Bureau, ensuring services meet nationally and locally agreed targets and key performance indicators (KPIs) e.g. Department of Health (DOH), Data Protection Act 2018, General Data Protection Regulation 2016 and Information Governance (e.g. Data Security and Protection Toolkit standards).
Main duties of the job
Reporting to the Health Records Services Manager, this post will be primarily responsible for the Health Records Access Team (HRAT). The HRAT process around 3000 requests per year to access patient information, including Subject Access Requests, Access to Health Records Act (deceased) requests, police requests, court orders, and other hospitals/continuing care requests etc. A working knowledge of Information Governance and data protection principles is essential. The post holder will deputise in the absence of the Health Records Services Manager and represent the department in meetings as and when required. The post holder will be required to receive and provide complex, sensitive and contentious information whilst processing patient information requests, and will be required to respond to complex requests and patient complaints, and support the Health Records Service Manager in responding to ICO complaints.
Detailed job description and main responsibilities
The Deputy Health Records Services Manager (HRAT) will provide day-to-day Leadership of the Health Records Access Team, and will deputise, in the absence of the Deputy Health Records Services Manager, to ensure continuity of service. To work as a key member of the management team to provide operational supervisory support across the Service if required (Health Records Access, Scanning Bureau, Library and Clinic prep).
The post holder is responsible for overseeing and supporting the processing of all requests for patient information (as defined by the Data Protection Act 2018, the Access to Health Records act 1990, and applicable Trust policies and procedures) on behalf of all Departments within the Trust. This will include requests from patients and their representatives, including Solicitors, and also from other agencies such as the police, social services, Coroner’s Office, courts, and other hospitals.
The post holder must have a good understanding of information governance, data protection and Caldicott principles, and ensure that patient data is appropriately disclosed, and confidentiality is maintained at all times. There will be a requirement to access and navigate various electronic systems to identify and extract relevant patient information.
To provide advice on all aspects of Health Records Services, though working predominantly within the Health Records Access Team. Support the Health Records Services Manager in responding to patient complaints relating to health records access requests.
To be involved in various work projects including supporting the delivery of the Electronic Patient Record through the use of an integrated EPR solution where information will be recorded at the point of care.
Person specification
Qualifications
Essential
- Evidence of continued professional development
Desirable
- Degree or equivalent qualification in Business Administration.
Key Competencies
Essential
- • Effective written and verbal communication skills.
- • Training new members of staff.
Desirable
- • Effective Telephone Manner
Skills and Aptitudes
Essential
- • Ability to demonstrate supervisory skills and experience
- • Fully conversant with patient confidentiality
- • To demonstrate understanding of the Teams roles and responsibilities
- Ability to influence and engage other both at a peer level and senior level.
Desirable
- • Proven service improvements.
- • Able to work under pressure and to deadlines.
- • Ability to prioritise workload effectively
- Excellent organisational/ work prioritisation skills
Knowledge and Experience
Essential
- Demonstrable experience of staff supervision within a Health Records Environment, management of sickness absence / performance
- Experience of managing a team Proven, effective administration skills
- Working knowledge of Microsoft Office applications, the internet and email
- Demonstrates effective customer care skills, ability to manage complaints.
- Demonstrates an awareness of Confidentiality/Health, Safety and Security
Desirable
- Knowledge of computerised Patient Information System
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Applying for this NHS job
This advert is for Deputy Health Records Manager (HRAT) with Walsall Healthcare NHS Trust in Walsall, Midlands, England. It is listed as a Band 5 Manager and corporate role. The advertised salary is £32,073 - £39,043 pro rata. The contract type is Permanent: Part Time 20 hours per week working Wednesday, Thursday and Friday. The application deadline is 30 Jul 2026.
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