Records Services Operations Manager

TN United Kingdom; York; On-site; GBP 35,000 - 55,000; Full time

Job description

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Records Services Operations Manager, York

Client:

York and Scarborough Teaching Hospitals NHS Foundation Trust

Location:

York, United Kingdom

Job Category:

Other

EU work permit required:

Yes

Job Reference:

48dd3e712e81

Job Views:

28

Posted:

24.03.2025

Job Description:

Job overview

We are looking for a highly motivated, capable and proactive individual to develop and motivate the management team and the service delivery team within the Health Records Department. The post holder will be responsible for the operational management of the teams, including dealing with human resource issues, recruitment, sickness management, service redesign, training and ensuring all processes are implemented to best practice. They will be responsible for motivating the teams and ensuring that they have a comprehensive training and maintenance package to enable staff to deliver a high-quality service.

This is a very busy and challenging role, and the post holder will have excellent interpersonal skills, the ability to analyse and prioritise workflow patterns and manage staff while working flexibly in an environment where demands and priorities change quickly.

The Records Services Operations Manager role will be pivotal in improving the synergy and efficiency across all Trust sites, and the post holder will therefore have a sound knowledge and understanding of administration processes and the ability to liaise across sites to identify and assist with service improvement and the implementation of new processes and training.

Main duties of the job

• Communicate with a range of contacts, for example, Managers at all levels, staff and, where appropriate, patients, visitors and other clients on issues relating to the efficient functioning of the designated area of responsibility.
• Analyse and make judgements on a range of situations, for example, deployment of staff to ensure effective cover or Business performance information. Such situations may also include comparing available options.
• Plan and organise the records function, involving, for example, work schedules/rotas and may also be responsible for the co-ordination of activities with other professionals and external bodies relevant to the Department’s Business. A flexible approach will be required in order to ensure that appropriate adjustments can be made relevant to changing circumstances.
• Provide advice, information or guidance to a range of contacts, including advice to patients and/or relatives.
• Measure, assess and report performance activity within the teams both on and off-site to senior management and to take action to ensure workloads are allocated and managed accordingly.
• Analyse performance statistics and make judgements and take decisions to ensure that service needs are met and under constant review in order to make improvements as necessary.
• Identify and address training and development requirements for direct reports.
• Support the development and implementation of initiatives across the Trust through participation in relevant groups.

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 dependants.
• 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 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 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 us.

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.

Our Trust continues to strongly encourage our staff to be vaccinated against COVID-19; this remains our best defence to protect our patients, ourselves and everyone else.

Person specification

Experience & Knowledge

• Previous experience of NHS Records management.
• At least 3 years’ administrative experience.
• Minimum of 1 year’s experience of staff management.
• Experience of managing and maintaining HR aspects within teams.
• Experience of analysing & interpreting figures and trends.
• Experience of working with Microsoft packages.
• Experience of managing organisational change within a team.
• Budget Management.
• Experience of meeting, measuring and reporting on key targets.

Skills & Attributes

• Ability to communicate with staff at all levels, including Consultant medical staff.
• Able to organise and prioritise both own workload and that of others as required.
• Ability to practice delegation and motivation skills.
• Experience of ensuring good Health & Safety in the workplace.
• Ability to use own initiative.
• Capacity to produce performance and information reports.

Aptitude & Personal Qualities

• Able to work independently and as part of a team.
• Able to work under pressure to strict deadlines and requirements.
• Ability to work flexibly both in terms of hours and duties.
• Commitment to providing customer-responsive service.
• Ability to prioritise & manage a wide range of projects and deadlines.

Education, Qualifications and Training

• Degree or relevant management experience.
• Qualification in Health Records Management.
• At least 2 years’ experience working in operational services.