Health records manager

Band 5 · Health records officer · 376 job evaluation points

Manages the health records service, its staff, systems, and procedures, and leads improvement, including the move from paper to digital records.

Responsibilities

Manage the health records service, its staff, and its performance.
Write and maintain records procedures, in line with records management policy and standards.
Manage records tracking and electronic records systems for several services.
Lead scanning and digitisation projects and the move to digital records.
Run the retention and disposal programme and records audits.
Advise clinicians, managers, and information governance colleagues on records management.

Skills

Skill	Expected level	What this level means
Health records managementThis reference	Practitioner (3)	You can: manage a records service and its procedures audit record-keeping and train staff
Records retention and disposalThis reference	Practitioner (3)	You can: run the retention and disposal programme for a records service advise teams on retention for new types of record, including digital ones audit compliance with retention schedules
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
Information governance assurance and auditThis reference	Working (2)	You can: collect and organise evidence for the annual self-assessment carry out simple audits, such as access or record-keeping audits track improvement actions
Information governance and data protectionThis reference	Working (2)	You can: apply data protection principles to your work contribute to data protection impact assessments handle information requests and records correctly
Data quality managementThis reference	Practitioner (3)	You can: define data quality rules and measures work with data providers to fix the root causes of poor quality
People managementThis reference	Practitioner (3)	You can: line manage a team, setting objectives and running appraisals support wellbeing and manage attendance, performance, and conduct plan the team's development and succession
Project managementThis reference	Working (2)	You can: maintain plans, risk and issue logs, and reports run project meetings and track actions manage a small, well-defined project with support

Typical qualifications and experience

A degree or professional qualification in records or information management, or equivalent experience.
Experience of supervising a records team.

Band 5 outline

Knowledge: Professional or technical knowledge, typically from a degree or equivalent experience.
Autonomy: Works to broad objectives within professional standards; plans own work.
Scope: Own professional work within a team or product.
Leadership: May guide and check the work of support staff and apprentices.
Accountability: Quality of own professional work.

Job evaluation (illustrative)

Factor	Level	Level summary	Points
Communication and relationship skills	4	Gives complex, sensitive, or contentious information needing persuasion, negotiation, or training skills, or highly complex information.	32
Knowledge, training, and experience	5	Expertise in a specialism, underpinned by theory or practical experience (degree level or equivalent).	120
Analytical and judgemental skills	3	Judgements on a range of facts or situations needing analysis or comparison of options.	27
Planning and organisational skills	3	Plans several complex activities, adjusting plans as needed.	27
Physical skills	2	Skills gained through practice, such as standard keyboard use or driving.	15
Responsibility for patient and client care	1	Helps patients, clients, or relatives during incidental contact.	4
Responsibility for policy and service development	3	Implements policies for own area and proposes changes that affect other areas.	21
Responsibility for financial and physical resources	2	Handles cash or valuables, looks after equipment used by others, controls stock, or authorises small payments.	12
Responsibility for people	3	Manages a group of staff day to day, teaches core or specialist training, or gives core HR advice.	21
Responsibility for information resources	5	Designs and develops major information systems, or runs information systems for several services as the main duty.	34
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	3	Follows defined policies and procedures; work is managed rather than supervised.	21
Physical effort	2	Frequent sitting or standing in a restricted position, or occasional light to moderate effort.	7
Mental effort	3	Frequent concentration on unpredictable work, or occasional prolonged concentration.	12
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 5: 326 to 395)			376

Information resources is scored at level 5 because running records systems for several services is the main duty.