Records Services Archive Coordinator - Fixed Term 2 Years

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.

The ability to transport yourself and equipment across the locality during the course of a normal working day is required for this vacancy.

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.

Unsuccessful applicants within the last 6 months need not apply

This vacancy will be considered for a secondment opportunity. Please note - if you would like your application to be considered for secondment, you must secure agreement from your line manager beforehand that you can be released to undertake the role.

Please note: This post may become Permanent at the end of Fixed Term/Secondment.

Interviews for this post will be held face to face with no remote option available.

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 your 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: yhs-tr.recruitment@nhs.net.

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.