Executive Assistant

TN United Kingdom; York; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a forward-thinking organization as a Records Archive Coordinator, where you will play a vital role in delivering high-quality archiving services. This position involves managing patient document retention and destruction while ensuring compliance with legislative requirements. You will collaborate with Health Records managers and external departments to enhance service delivery. Ideal candidates will possess strong communication and organizational skills, along with a proactive attitude. This is an exciting opportunity to contribute to a new team dedicated to excellence in health records management.

Benefits

NHS Pension Scheme

27 days holiday

Generous relocation package

Employee Assistance Programme

NHS Car Lease scheme

Cycle to Work scheme

Learning and development opportunities

Discounts on various services

Qualifications

• Minimum 6 months administrative experience required.
• Experience in handling confidential information is essential.

Responsibilities

• Responsible for retention, destruction, and scanning of patient documents.
• Supervise Records Services Operatives in absence of Team Managers.

Skills

Good communication skills

Organisational skills

Teamwork ability

Time management skills

Flexibility to adapt

Education

GCSE Level or equivalent

NVQ Level 3 or relevant experience

Tools

Microsoft packages

Job description

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 develop and improve the service.

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 the Team Managers.

This job is currently going through formal job matching and therefore the noted banding is indicative.

Working for our organisation

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 variety of providers

For further information on the 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 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 support our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, working with our Staff Networks including our Race Equality, LGBTQ+, Disability and Carers Networks to increase applications from different backgrounds. If needed, please contact us to discuss accessibility or flexible working options.

As part of our inclusivity efforts, we support Defence personnel through our Gold Award from the Defence Employer Recognition Scheme. We also encourage vaccination against COVID-19 to protect our staff and patients.

Person specification

Education, Qualifications and Training

• GCSE Level or equivalent. Maths and English at C or above or equivalent qualification / NVQ Level 3 or relevant experience

Experience & Knowledge Required

• Minimum 6 months administrative experience
• Experience understanding and dealing with customer requirements
• Proficiency in Microsoft packages
• NHS or archiving experience
• Handling confidential information
• Knowledge of legislative requirements and retention & destruction schedules

Skills & Attributes

• Ability to organise and prioritise workload
• Good communication skills (telephone and face-to-face)
• Teamwork ability
• Supervisory experience or ability

Aptitude & Personal Qualities

• Flexibility to adapt to changing demands and priorities