Records assistant
Band 2 · Health records officer · 181 job evaluation points
Files, retrieves, tracks, scans, and prepares records, following set procedures with supervision close by.
Responsibilities
- File, retrieve, and track paper records, and prepare them for clinics and requests.
- Scan and index records into the electronic records system, checking quality.
- Enter and update record details accurately in tracking systems.
- Keep records secure and report any lost records or breaches straight away.
- Move and store records safely, including boxes and trolleys of case notes.
Skills
| Skill | Expected level | What this level means |
|---|---|---|
| Health records management | Awareness (1) | You can:
|
| Records retention and disposal | Awareness (1) | You can:
|
| Information governance and data protection | Awareness (1) | You can:
|
| Confidentiality and information sharing | Awareness (1) | You can:
|
| Office administration | Awareness (1) | You can:
|
| Digital office tools | Awareness (1) | You can:
|
| Data quality management | Awareness (1) | You can:
|
Typical qualifications and experience
- Good literacy, numeracy, and keyboard skills.
Band 2 outline
- Knowledge
- Knows the routines and procedures of the work area; may hold an entry qualification.
- Autonomy
- Works to set procedures, with supervision available.
- Scope
- Own tasks within a team.
- Leadership
- May show new starters routine tasks.
- Accountability
- Quality and timeliness of own routine work.
Job evaluation (illustrative)
| Factor | Level | Level summary | Points |
|---|---|---|---|
| Communication and relationship skills | 3 | Gives routine information needing tact or persuasion, or complex or sensitive information, or straightforward training to groups. | 21 |
| Knowledge, training, and experience | 2 | A range of routine procedures, learned through on-the-job training and induction. | 36 |
| Analytical and judgemental skills | 2 | Judgements on facts or situations, some needing analysis. | 15 |
| Planning and organisational skills | 1 | Organises own day-to-day work. | 6 |
| Physical skills | 3 | Developed skills needing speed or accuracy, such as advanced keyboard use. | 27 |
| Responsibility for patient and client care | 1 | Helps patients, clients, or relatives during incidental contact. | 4 |
| Responsibility for policy and service development | 1 | Follows policies set by others; may comment on changes. | 5 |
| Responsibility for financial and physical resources | 1 | Takes personal care of equipment and resources used in own work. | 5 |
| Responsibility for people | 1 | Shows own work routines to new or less experienced colleagues. | 5 |
| Responsibility for information resources | 2 | Enters or stores data compiled by others, or occasionally writes reports or queries. | 9 |
| Responsibility for research and development | 1 | Carries out surveys or audits for own work; occasionally takes part in research or testing. | 5 |
| Freedom to act | 2 | Follows standard procedures and precedent; someone is usually available to ask; work may be checked. | 12 |
| Physical effort | 3 | Frequent light effort for long periods, or frequent moderate effort for short periods. | 12 |
| Mental effort | 2 | Frequent concentration on predictable work, or occasional concentration on unpredictable work. | 7 |
| Emotional effort | 1 | Rare exposure, or occasional indirect exposure, to distressing circumstances. | 5 |
| Working conditions | 2 | Occasional unpleasant conditions, frequent travel or outdoor work, or near-continuous screen use on most days. | 7 |
| Total (Band 2: 161 to 215) | 181 | ||
Physical skills are scored at level 3 for fast, accurate scanning and data entry. Physical effort reflects frequent moving of records.
Self assessment
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Rated 0 of 7 skills: 0 meet the expected level, 0 below, 0 above.