1. JOB IDENTIFICATION. Job Title: 2. JOB PURPOSE 3. DIMENSIONS. Corporate Records Manager. Directorate: Operating Division: Job Reference: -

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1 1. JOB IDENTIFICATION Job Title: Responsible to: Department: Directorate: Operating Division: Job Reference: - Corporate Records Manager Head of Corporate Services Corporate Services NHS Fife N/A No of Job Holders: 1 Last Update (insert date): - 9 th September JOB PURPOSE To manage NHS Fifes Corporate Records in accordance with the legislative framework and current best practice. The Corporate Records Manager will develop, maintain and implement records management policies, procedures and guidance and will provide advice on recordkeeping issues as required. The post-holder will understand the legislative environment within which NHS Fife operates and identify records management implication of any changes in legislation. 3. DIMENSIONS Reporting to the Head of Corporate Services, the Corporate Records Manager will provide Corporate Records Management advice, guidance and support across NHS Fife and ensure measures are in place to support full compliance under the Public Records (Scotland) Act 2011.

2 4. ORGANISATIONAL POSITION Head of Corporate Services Manager Corporate Records Manager Officer Officer Website Co-ordinator Assistant 5. ROLE OF DEPARTMENT The role of the Corporate Services Department is to provide professional advice and expertise in communications and corporate functions to NHS Fife including internal communication with all NHS Fife staff and external communication with patients, media, MPs and MSPs, members of the public and other key stakeholders. The department supports NHS Fife legislative requirements under Freedom of Information (Scotland) Act 2002 and Public Records (Scotland) Act KEY RESULT AREAS a) The Corporate Records Manager will be the lead NHS Fife contact for Corporate Records Management. This includes both internally and in liaison with external partners and other bodies, including the National Records of Scotland as required by the Public Records (Scotland) Act 2011 Element 2. b) The Corporate Records Manager will manage the development of NHS Fife Business Classification Scheme and support its implementation throughout the organisation c) The Corporate Records Manager will manage and maintain the Business Classification Scheme, including maintenance of the fileplan structure to ensure that is fully corporate and supports the work of the whole organisation. d) The Corporate Records Manager will develop and implement change control measures to support amendments to the Business Classification Scheme and fileplan. e) The Corporate Records Manager will generate, maintain and support the distribution of the user manual for the Business Classification Scheme and ensure that it is up to date and fit for purpose. f) The Corporate Records Manager will ensure that, where appropriate, NHS Fife s records are transferred to National Records for Scotland or Fife Cultural Trust for permanent preservation in accordance with NHS Fife Records Management Policies and Procedures. g) The Corporate Records Manager will provide advice, guidance and support to the Training Department in the roll out of the Business Classification Scheme throughout NHS Fife. This training will also include awareness of Records Management, Naming

3 Conventions/Version control and the application of the Retention and Disposal of Records Schedule. h) The Corporate Records Manager will develop records policies as required and respond to legislative changes, ensuring that NHS Fife s records management policies and procedures are up to date and in line with the current legislative frameworks i) The Corporate Records Manager will provide quarterly progress reports to the Information Governance Group on all aspects of NHS Fife Records Management Plan. j) The Corporate Records Manager will provide annual progress reports to the Strategic Management Team as indicated in NHS Fife Record Management Plan. k) The Corporate Records Manager will actively participate in the Information Governance Group, the ehealth Policies Group and the General Policies Group and will discharge associated actions. l) The Corporate Records Manager will establish relationships with relevant stakeholders including National Records Scotland, NHS NES, NHS National Services, Scottish Government departments, NHS Fife Divisional and Business Managers etc to keep abreast of key issues and legislation relating to Records Management m) The Corporate Records Manager will manage and support the continued delivery of NHS Fife Records Management Plan. 7. SYSTEMS Maintenance of personal, departmental and divisional information using MS-office packages to produce reports, information leaflets, training materials etc. Use of Internet and Intranets for research, education, obtaining of records management information. Manual and electronic filing system. Filing and management of paper and electronic records. 8. ASSIGNMENT AND REVIEW OF WORK The Corporate Records Manager will be responsible to the Head of Corporate Services for key result areas detailed in this job description. The Corporate Records Manager has considerable freedom to act working within high level direction and guidance as appropriate. The Corporate Records Manager reviews and develops their own work on an on-going basis using their own initiative. Work is reviewed through progress reports to Information Governance Group and Strategic Management Team as stipulated by NHS Fife Records Management Plan. The Corporate Records Manager is subject to the formal appraisal of performance system, taking responsibility for delivering against agreed objectives. 9. DECISIONS AND JUDGEMENTS On going programme management decisions/recommendations in respect of such matters such as project plans, monitoring, resource and people management, risk and issue management and resolution/containment/escalation etc. The Corporate Records Manager will take whatever decisions are required within the constraints of the Records Management programme, delegating and collaborating where necessary.

4 Judgements around initiating change and improvements in administration systems and services. Analysing complete situations/requirements and evaluating options. A large portion of work is responding to changing situations and priorities within NHS Fife and the post holder is required to be flexible and adaptable. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB To negotiate, and develop good working relationships with key Stakeholders to accept and deliver against the brief of the new Records Management policies and gaining agreement on progress during the period of change. Having the focus to quickly establish priorities and to ensure that required actions are followed through. Managing the communications plan to ensure that all relevant stakeholders are engaged in compliance with the Public Records (Scotland) Act 2011 Dealing effectively with a number of simultaneous tasks, with the level of commitment urgency and adaptability that these require, and having the empowerment within the Programme to ensure that these are carried out within the agreed timescales often under quite severe time pressure. Delivering high quality programme management to the respective projects, ensuring that the project deliverables meet the quality, timescale and budget requirements. Leading and motivating the project team(s), using the skills and experience of the staff within these teams to maximise the efficiency and effectiveness of the teams. Balancing priorities and managing stakeholder expectations throughout and across assigned projects. 11. COMMUNICATIONS AND RELATIONSHIPS Internal Regular formal and informal meetings with the line manager. Direct liaison with project stakeholders throughout NHS Fife, e.g. Senior Managers, and all other levels of staff, to ensure effective communication and coordination of effort. External Establish relationships with relevant external stakeholders (National Records Scotland, Scottish Government Health Department, Information Commissioners Office, etc) to keep abreast of policy and to support the delivery of the Records Management Plan Regular formal meetings with other NHS Organisations Regular formal meetings with Partner Organisations and other key stakeholders.

5 2. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical Effort Light to moderate: includes moving light equipment e.g. briefcases/lap-tops, using keyboards regularly and frequently for word processing, spreadsheets, and etc.. Frequent driving/travel to meetings throughout Scotland and sometimes out with Scotland. Mental Effort Intense concentration/in depth mental attention frequently required e.g. negotiations in respect of managing change, gaining ownership agreement to progress with project, leading meetings, influencing NHS staff and managers at all levels of seniority, analysing technical and other system problems and proposing solutions; often working under pressure and balancing multiple demands in complex/changing environments. Emotional Effort Exposure to distressing circumstances is rare. Involves from time to time dealing with conflict situations e.g. in emotionally charged meetings. Dealing regularly with challenging problems requires sustained emotional energy/resilience. 13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Educated to a degree level or equivalent experience within information, business administrative health field. A minimum of 8 years post graduate work experience, including 4 years within information field. Experience of running projects/programmes. Influencing, negotiation and mediation skills, able to gain credibility and confidence of a wide range of NHS professionals and senior managers. Excellent inter-personal, communication (verbal; and written) and presentation skills. Knowledge/understanding of national standards in respect of Public Records (Scotland) Act 2011 and ability to contribute to planning and policy to deliver compliance under this Act by NHS Fife Initiative, independence of action and maturity of judgement. Ability to deal with often conflicting demands and priorities, and working under pressure. Good understanding of NHS Fife direction, priorities and structures. Knowledge of current legislation on Data Protection, Freedom of Information, Diversity etc. Hold or participating in Records Management Training 14. JOB DESCRIPTION AGREEMENT A separate job description will need to be signed off by each jobholder to whom the job description applies. Job Holder s Signature: Head of Department Signature: HR Representative Signature: Date: Date: Date

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