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Deputy Health Records Operational Manager

Dartford and Gravesham NHS Trust
£29,828 to £36,311 a year Per annum
Closing date
1 Jun 2023

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Other Health Profession
Band 5
Contract Type
Full Time
Job summary

AfC Band 5 - Permanent - 37.5 hours per week - 9am to 5pm

Dartford & Gravesham NHS Trust has an exciting opportunity for a Deputy Health Records Operational Manager to join the Trust's Health Records Scanning Bureau Team on a permanent basis. This new post within the department will be integral to assisting the Health Records Operational Manager in maintaining the Health Records and eHR (Electronic Health Records) service across Dartford and Gravesham sites. Whilst mainly located at Darent Valley Hospital, some working at the Queen Mary's site may be required.

The Trust started its transition to Electronic Health Records with an in-house BS1008 accredited Scanning Bureau in 2015. It has maintained this accreditation each year and is now in the final stage of deployment to all specialties.

The successful candidate will have demonstrable knowledge and experience of electronic and non-electronic health records functions as well as experience overseeing multiple teams whilst also managing several projects at any one time. We would also expect the candidate to have an in depth knowledge of Health Records related legislation as they will also be responsible for managing the Trust's Subject Access Requests function. We are also looking for a candidate who has an understanding of Health Records related BSI accreditation. A working knowledge of the Allocate Healthroster system would be advantageous.

Main duties of the job

Deputise for and provide operational support for the Health Records Operations Manager

Management of storage and retrieval of hard-copy and electronic Health Records

Responsible for daily management of Team Leads and SARs team acting as their key point of contact for issues arising and guidance

Operational management of staff attendance and absence via an electronic Healthroster system

To ensure compliance with the Trust's sickness absence policy ensuring correct procedures are followed

Attend meetings with external service providers

Attend meetings with key internal and external stakeholders

Provision of reports on an ad hoc basis

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities.

If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all of our staff are double vaccinated against COVID-19, in order to protect the health and safety of our staff and our patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.

Job description

Job responsibilities

General responsibilities

Clinical Responsibilities

Managerial responsibilities

Professional responsibilities

Education and development responsibilities

In addition to the responsibilities outlined above, please see the detailed job description and person specification for further information.

Person Specification

Education and Training


  • Educated to degree level and or experience in the field of Healthcare and/or Health Records


  • Health Records qualification e.g. IHRM



  • Specialist working knowledge of Health Records legislation and best practice i.e. GDPR, Data Protection Act 2018, Records Management Code of Practice 2016
  • Working knowledge of BSI 10008 compliance
  • Knowledge and/or experience of a Subject Access Request team functionality


  • Knowledge of Human Resource principles, e.g. Bradford scores, disciplinary and sickness absence procedures



  • Demonstrable experience of working to tight deadlines
  • Proven skills in communicating with a variety of staff and stakeholders
  • Organisational skills to enable co-ordination of work across several teams and functions
  • Excellent interpersonal skills
  • Demonstrable experience in multi-tasking


  • Proven experience of managing a large team (20+)

Personal Attributes


  • Attention to detail
  • Approachable
  • Self-motivated and able to motivate others

Any attachments will be accessible after you click to apply.


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