Senior records officer

Band 4 · Health records officer · 291 job evaluation points

Supervises a records team day to day and runs records processes such as access requests, audits, and retention reviews.

Responsibilities

Supervise records staff day to day, allocating work and checking quality.
Process requests for access to health records within legal time limits, under the guidance of information governance colleagues.
Run record-keeping and tracking audits and report the results.
Keep records tracking and electronic records systems accurate and up to date.
Train staff in records procedures and confidentiality.
Investigate lost records and other incidents, and recommend improvements.

Skills

Skill	Expected level	What this level means
Health records managementThis reference	Working (2)	You can: process requests for access to records apply retention schedules and record-keeping standards
Records retention and disposalThis reference	Working (2)	You can: apply the retention schedule to records and flag those due for review prepare records for archiving or secure destruction, and keep the audit trail
Information rights requestsThis reference	Working (2)	You can: log, acknowledge, and track requests to meet time limits gather and redact information, and draft responses for review check the identity and authority of the person asking
Confidentiality and information sharingThis reference	Working (2)	You can: check that a request to share information meets policy keep records of what was shared, with whom, and why draft simple information sharing agreements
Information governance incident managementThis reference	Working (2)	You can: log incidents and gather the facts assess incidents against the organization's severity criteria track actions to close
Data quality managementThis reference	Working (2)	You can: run data quality checks and correct errors explain data quality reports to colleagues
People managementThis reference	Working (2)	You can: supervise day-to-day work and give feedback take part in recruitment and induction hold regular one-to-one conversations

Typical qualifications and experience

Substantial experience of health records work, or a relevant qualification at foundation degree level or equivalent experience.

Band 4 outline

Knowledge: Detailed knowledge of the work area, typically from a foundation degree, apprenticeship, or equivalent experience.
Autonomy: Works within guidelines; resolves most day-to-day problems; manager available for advice.
Scope: Own work and a defined service or process.
Leadership: May supervise a small team or coordinate others' work.
Accountability: Delivery of a defined service or process.

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	4	A range of procedures, mostly non-routine, needing intermediate theory (for example a foundation degree or equivalent experience).	88
Analytical and judgmental skills	3	Judgments on a range of facts or situations needing analysis or comparison of options.	27
Planning and organizational skills	2	Plans straightforward tasks or activities, some ongoing.	15
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	2	Implements policies for own area and proposes changes to its practices.	12
Responsibility for financial and physical resources	2	Handles cash or valuables, looks after equipment used by others, controls stock, or authorizes small payments.	12
Responsibility for people	2	Supervises or coordinates staff day to day, trains others regularly, or gives basic HR advice.	12
Responsibility for information resources	4	Adapts or designs information systems to others' specifications, or runs information systems for a department as the main duty.	24
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	2	Frequent sitting or standing in a restricted position, or occasional light to moderate effort.	7
Mental effort	2	Frequent concentration on predictable work, or occasional concentration on unpredictable work.	7
Emotional effort	2	Occasional exposure, or frequent indirect exposure, to distressing circumstances.	11
Working conditions	2	Occasional unpleasant conditions, frequent travel or outdoor work, or near-continuous screen use on most days.	7
Total (Band 4: 271 to 325)			291

Senior records officer

Responsibilities

Skills

Typical qualifications and experience

Band 4 outline

Job evaluation (illustrative)

Self assessment