Legal Records Assistant

Job overview

The primary role of the Legal Records Assistant requires the professional responsibility to ensuring all services are completed in a timely and accurate manner, meeting the requirements as set out in the Data Protection 1998 and General Data Protection Regulation (GDPR).

The Legal Records Assistant is responsible for providing a high standard of records management services to the Royal Berkshire Hospital and satellite locations.

Working within the criteria of Trust Policy, the Legal Records Assistant will provide primary records management services, ensuring that all requested Health Records are located, retrieved and delivered to the requestor (clinic ward or admin area) within the departmental service level agreement (SLA)

Main duties of the job

The role holder specifically assigned to the legal services department, will be responsible for ensuring their daily allocation of requests are managed accordingly.

The role holder will be part of the legal services team. The legal administrator will ensure daily allocation of record requests, together with record transfers and the return of spent records to the Records Library is completed.

As part of the wider team, the role holder will provide assistance (and will be provided assistance) should there be an unequal allocation of record requests or heavy workloads within their own, or other team members’ areas of responsibility. This change in work allocation will be coordinated by the legal administrator; however in their absence, the role holder will be responsible to work fairly within their team to achieve the departmental SLA

Detailed job description and main responsibilities

The role holder should ideally be educated to GCSE level or have relevant work experience within an Admin or records management environment.

In addition to the generic Health Records staff Mandatory Training requirements, the role holder is required to undertake relevant training pursuant to the requirements of the role and responsibilities and to deliver the service in a compliant manner to the regulations as set out in DP98 and GDPR.

The role holder will have demonstrable skills in the following areas;

• Good communication skills, both verbal and written
• High level of integrity and commitment to complete tasks to strict deadlines and to a high degree of accuracy
• Self-disciplined and self-motivated
• Work on their own initiative and make positive and timely work-based decisions
• Work within a team with a positive attitude to meeting departmental goals and its wider objectives
• Good organisational skills
• A positive, flexible, can-do approach to the changing demands of the service, introduction of new technologies, services and processes.
• Develop positive and professional relationships with our customers to provide collaborative working across all workgroups
• Have a positive and proactive approach to personal development
• Actively work as a part of modernisation programme to help redesign processes to support the implementation of the Digital Hospital Strategy.
• Work to develop own knowledge of all tasks completed within the Health Records department and those associated within the Trust.