Legal Records Assistant

Job description

Job summary

PLEASE NOTE: Sponsorship is not normally available for this vacancy - applicants must have the right-to-work in the UK for this role by their proposed start date.

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.

About us

Diversity makes us interesting... Inclusion is what will make us outstanding.

Inequality exists and the journey to eliminate it is not easy. Every step we take will be a purposeful step forward to deliver a truly inclusive culture where all our people are enabled to deliver outstanding care, where background is no barrier, and where everyone can be their authentic self and we truly represent our patient community.

We are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where possible. All applicants who have a disability and meet the minimum criteria for the post can opt for a guaranteed interview.

We support flexible working wherever possible, with requests considered on an individual basis taking into account service requirements, operational needs and the requirements of the role.

Our primary method of communication will be via email. However, if you would prefer to be contacted through a different method, please inform the recruitment team.

If you need additional help with your application please get in touch by calling the recruitment team on 0118 322 6997 or 0118 322 5342.

Job description

Job responsibilities

Provide a high standard of legal administrative service to patients, claimant solicitors, courts and other members of the judicial system by managing the request for records directly by the patient, patient representatives and Medico Legal services.

In order to provide a high standard of records management services to the Royal Berkshire Hospital and satellite locations, the following key responsibilities and primary duties detailed below are not exhaustive. The role holder is expected to undertake any reasonable duty/task requested of them by their manager;

Access to Health & Medico Legal service

Receive requests via telephone, email and post

Provide advice and assistance to requestors

Manage requests and enquiries from Patient Relations Team

Check the validity of the request

Coordinate requests from Radiology

Retrieve all relevant patient records in any form and media pertaining to the request

Copy all relevant information; present in a continuous format

Gain the relevant sign off from medical staff to authorise the despatch of copied records.

Job description
Job responsibilities

Provide a high standard of legal administrative service to patients, claimant solicitors, courts and other members of the judicial system by managing the request for records directly by the patient, patient representatives and Medico Legal services.

In order to provide a high standard of records management services to the Royal Berkshire Hospital and satellite locations, the following key responsibilities and primary duties detailed below are not exhaustive. The role holder is expected to undertake any reasonable duty/task requested of them by their manager;

Access to Health & Medico Legal service

Receive requests via telephone, email and post

Provide advice and assistance to requestors

Manage requests and enquiries from Patient Relations Team

Check the validity of the request

Coordinate requests from Radiology

Retrieve all relevant patient records in any form and media pertaining to the request

Copy all relevant information; present in a continuous format

Gain the relevant sign off from medical staff to authorise the despatch of copied records.

Person Specification

Shortlisting

Essential

• Customer service experience
• General administrative skills and experience
• Use of multiple Microsoft applications

Desirable

• Experience of dealing with third parties
• Able to use AI tools
• Experience of working in legal/court services

Shortlisting

Essential

• Minimum of 5 GCSE

Desirable

• Study of law module

Shortlisting

Essential

• Excellent verbal and written communication skills

Desirable

• Expereince working in an in-house legal team

Shortlisting

Essential

• Customer service experience

Desirable

• Legal qualification

Person Specification
Shortlisting

Essential

• Customer service experience
• General administrative skills and experience
• Use of multiple Microsoft applications

Desirable

• Experience of dealing with third parties
• Able to use AI tools
• Experience of working in legal/court services

Shortlisting

Essential

• Minimum of 5 GCSE

Desirable

• Study of law module

Shortlisting

Essential

• Excellent verbal and written communication skills

Desirable

• Expereince working in an in-house legal team

Shortlisting

Essential

• Customer service experience

Desirable

• Legal qualification

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Royal Berkshire NHS Foundation Trust
Address

Royal Berkshire Hospital, Legal Services Department

Princes House, London Road

Reading

RG1 5AN

United Kingdom

Employer's website