Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview 1. Job Summary The post holder will work as part of the health records team providing a collection and delivery service as well as carrying out first line quality checks. He/she will be responsible for the collection of paper health records and the delivery of document wallets around the Trust, ensuring documentation collected has the correct label / barcode attached. The post holder may be required to work across sites. 2. Key Relationships Health Records staff Information Governance Staff Ward Clerks Clinic Clerks Main duties of the job To maintain a professional attitude towards users of the department and its service at all times To collect and / or deliver day forward documents from specified areas within the Trust daily To ensure each document has a patient label / barcode attached at point of collection To ensure all issues identified at the point of collection are articulated to the appropriate staff member for immediate remedial action To ensure that no document wallets leave the department in a dilapidated state Work with team colleagues and supervisors to achieve deadlines Practice a flexible approach to tasks and job content to meet the service timetables Respond to working in a fast moving team environment To adhere to the Trust and departmental Health and Safety polices and procedures when moving and handling documents, whether individually or boxed by using the manual aids provided. (e.g. trolleys, steps or ladders) To ensure transportation trolleys are kept in good working order, safely stored overnight To ensure that attendance at personal mandatory training is up to date To participate in the Trust Appraisal Scheme Communications Use quality customer service skills when collecting and delivering documents, in line with the Trust’ values and behaviours Ensure that all requests for collections / deliveries are dealt with in a courteous manner To deal with ad hoc requests across the Trust in a timely manner and collect / deliver within the agreed timescales. Working for our organisation The post holder must adhere to Trust policies and procedures, including: Confidentiality/Data Protection/FOI: Maintain confidentiality in accordance with the Data Protection Act 2018, avoiding unauthorized disclosures that may result in disciplinary action or prosecution. Follow the Trust’s FOI procedure for handling written requests under the FOI Act 2000. Information Governance: Comply with data protection laws, NHS confidentiality guidelines, and Trust policies, ensuring secure handling of personal information. Equal Opportunities: Adhere to the Trust’s Equal Opportunities Policy and relevant legislation. Health and Safety: Follow health and safety regulations to ensure a safe environment for all. Infection Control: Reduce HCAIs by adhering to policies, completing mandatory training, and following safe practices such as hand hygiene and sharps disposal. Risk Management: Report risks and incidents promptly, follow risk assessments, and use the reporting system for service improvement. Attend mandatory training as required. Flexible Working: Engage in flexible arrangements that support patient care, staff, and service needs. Safeguarding: Fulfill responsibilities to safeguard children and vulnerable adults. Sustainability: Reduce environmental impact by recycling, conserving resources, and reporting faults. Smoking Policy: Smoking is not permitted on Trust property or in vehicles. This job description is subject to review with the post holder to reflect organizational needs. Detailed job description and main responsibilities 1. Duties and Responsibilities Health Records To maintain a professional attitude towards users of the department and its service at all times To collect and / or deliver day forward documents from specified areas within the Trust daily To ensure each document has a patient label / barcode attached at point of collection To ensure all issues identified at the point of collection are articulated to the appropriate staff member for immediate remedial action To ensure that no document wallets leave the department in a dilapidated state Work with team colleagues and supervisors to achieve deadlines Practice a flexible approach to tasks and job content to meet the service timetables Respond to working in a fast moving team environment To adhere to the Trust and departmental Health and Safety polices and procedures when moving and handling documents, whether individually or boxed by using the manual aids provided. (e.g. trolleys, steps or ladders) To ensure transportation trolleys are kept in good working order, safely stored overnight To ensure that attendance at personal mandatory training is up to date To participate in the Trust Appraisal Scheme Communications Use quality customer service skills when collecting and delivering documents, in line with the Trust’ values and behaviours Ensure that all requests for collections / deliveries are dealt with in a courteous manner To deal with ad hoc requests across the Trust in a timely manner and collect / deliver within the agreed timescales. Person specification Qualifications/ Education Essential criteria Educated to GCSE level or equivalent Desirable criteria NVQ in customer service Previous experience Essential criteria Previous experience working in and NHS environment Previous experience in a very busy environment Desirable criteria Previous experience within a health records setting Experience of handling and moving health records Skills/Knowledge/ Ability Essential criteria Good written and verbal communication skills Ability to work as part of a team Ability to prioritise work and meet deadlines Ability to communicate with staff at all levels of the organisation, in a confident manner Professional and methodical approach to work Excellent attention to detail Desirable criteria Excellent customer service skills both in person and on the telephone Knowledge of the Data Protection Act 2018 and the importance of confidentiality Takes responsibility for own actions and promotes good team working Shares knowledge, information and good practice appropriately Physical Requirements Essential criteria Must be physically fit and able to lift and move boxes in line with Manual Handling Policies Must be able to pull / push records trolleys Must be able to walk long distances and be on their feet for long periods of time Additional Information Essential criteria Enthusiastic with a good sense of humour Desirable criteria Treats others with courtesy and respect at all times Full participation in departmental duties and providing cover Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. Further details / informal visits contact Name Ayokunnu Iyiola Job title Health Data Quality Manager Email address [email protected] Telephone number 02071887188 Additional information Health Records St. Thomas’s Hospital Westminster Bridge Road. London SE1 7EH T: 0207 188 7188 Ext 55486 M: 07533844919 E: [email protected] E: [email protected]