Summary
The Records and Information Team Leader/Supervisor is responsible for the day-to-day supervision and smooth efficient running of specific functions within the Health Records department.
Work Activity Components
| Title | Details |
|---|---|
| Access requests (RMGT)( Level 3) | Conducts routine searches for records required to support authorised requests. Supports users in finding and accessing records. |
| Career paths and mentoring (PEMT)(Level 4) | Coaches colleagues in developing target skills and capabilities in line with team and personal goals. |
| Communications. (ADMN) (Level 2) | Communicates effectively by competent use of email, telephone, written and face-to-face communication according to guidelines and customer care standards. Acts as a touchpoint for internal and external contacts. |
| Controls (RMGT)( Level 3) | Configures routine controls to ensure only approved actions are performed on records. |
| Correspondence and documents (ADMN) (Level 2) | Utilises relevant IT systems and desktop products to produce correspondence and documents and maintain presentations, records, spreadsheets and databases. |
| Data transformation (RMGT)( Level 3) | Uses ethical and reliable methods to transform data between formats or media, following organisational policies and being aware of potential issues when handling information. |
| Empowerment and role model (PEMT) (Level 4) | Facilitates effective working relationships between team members. Motivates team members to maintain a high level of performance. Engages with, and empowers team members. Acts as a role model for individuals and team members, setting a standard, acting professionally at all times and working to a professional code of conduct and ethics. |
| Formal appraisals (PEMT) (Level 4) | Conducts formal appraisals of the performance of team members. Facilitates a dialogue with team members about expectations, progress, performance and development needs. |
| Guidance, performance and feedback (PEMT)(Level 4) | Provides direction, support and guidance as necessary, in line with individual's skills and abilities and role expectations. Sets achievable goals, monitors and acknowledges performance. Makes learning recommendations to support individual and team development. Collects data on individual and team performance. Gives regular feedback to team members and leads them to achieve their full potential. |
| Information Handling (RMGT)( Level 3) | Uses ethical and reliable methods to transform data between formats or media, following organisational policies and being aware of potential issues when handling information. |
| Lead, manage and supervise(PEMT) (Level 4) | Supervises, supports and guides the work of individuals and/or small groups in line with organisational strategy. |
| Methods and procedures (KNOW) (Level 3) | Supports the maintenance and implementation of information and knowledge asset handling procedures. |
| Policies, procedures and standards (RMGT)( Level 3) | Follows organisational policies and actively identifies potential risks in information handling. |
| Records management (RMGT)(Level 3) | Conducts record collection, delivery and retention tasks ensuring ensure accessibility, retrievability, integrity, security and protection of records is maintained. |
| Team dynamics (PEMT) (Level 4) | Integrates staff into teams to perform packages of work, taking account of individual and team capabilities. Considers the importance of skill mix within teams and is sensitive towards team dynamics. |
| Work allocation, support and delegation (PEMT) (Level 4) | Allocates routine tasks and assigns project work to individuals, according to their particular skills, capabilities, and development needs. |
Behavioural Skills
| Title | Details |
|---|---|
| Attention to Detail | Applying specific quality standards to all tasks undertaken to ensure that deliverables are accurate and complete. |
| Cross-Functional and Inter-Disciplinary Awareness | Understanding the needs, objectives and constraints of those in other disciplines and functions. |
| Customer Focus | Understanding the needs of the internal or external customer and keeping these in mind when taking actions or making decisions. |
| Delegation | Delegating tasks, responsibilities and authorities effectively. |
| Follow-up and Monitoring | Checking progress against targets, taking action to resolve exceptions/ issues and reporting and escalating where necessary. |
| Information Acquisition | Identifying gaps in the available information required to understand a problem or situation and devising a means of resolving them. |
| Initiative | Being proactive, anticipating opportunities for systems, service or product improvement or development and taking appropriate action(s). |
| Interacting with People | Establishing relationships, contributing to an open culture and maintaining contacts with people from a variety of backgrounds and disciplines. Effective, approachable and sensitive communicator in different communities and cultures. Ability to adapt style and approach to meet the needs of different audiences. |
| Providing Direction | Directing others to undertake specified tasks within a defined timescale. |
| Resilience | Demonstrates resilience when working under pressure, displaying a calm and rational approach to the task at hand. |
| Teamwork | Working collaboratively with others to achieve a common goal. |
Technical Skills
| Title | Details | Depth |
|---|---|---|
| Business Environment | The business environment relating to own sphere of work (own organisation and/or closely associated organisations, such as customers, suppliers, partners and competitors), in particular those aspects of the business that the specialism is to support (i.e. localised organisational awareness from a technical perspective). | Familiar with |
| Corporate, Industry and Professional Standards | Applying relevant standards, practices, codes, and assessment and certification programmes to the specific organisation or business domain. | Familiar with |
| Information Architecture | Methods, techniques and technologies for ingesting, securing, processing and using data and information within and beyond an organisation. | Aware of |
| Information Modelling Tools | Using tools (manual or automated) to record the structure, relationships and use of information within an organisation. | Familiar with |
| Information Retrieval Tools | The application of automated (software) tools that enable selective access to information, or extraction of patterns and knowledge from large amount of data, typically held within some form of database or data warehouse. Also referred to as Data Mining. | Familiar with |
| IT Environment | The IT environment relating to own sphere of work (own organisation and/or closely associated organisations, such as customers, suppliers, partners), in particular own organisation's technical platforms and those that interface to them through the specialism, including those in closely-related organisations. | Aware of |
| National/International Standards | Current and emerging standards associated with IT practice nationally and internationally, published by authorities such as IEEE, IEC, BSI, ISO. | Aware of |
Other Skills
| Title | Details | Depth |
|---|---|---|
| Appraisal Techniques | Methods and techniques for appraising an individual's performance and potential. | Familiar with |
| Coaching Techniques | Methods and techniques for coaching individuals or groups by a balanced combination of support and direction, which could include use of virtual learning environments plus add-ons to augment feedback specific to work items, workflow or career plans. | Familiar with |
| Customer Service Techniques | Techniques for identifying, gathering and validating customers' needs in the delivery of IT services. | Familiar with |
| Data Protection | Principles, practices, tools and techniques to ensure data protection. | Familiar with |
| Disciplinary Issues and Procedures | Managing episodes of unsatisfactory behaviour or performance in accordance with appropriate policies and legislative conformance. Includes changes to circumstances, such as sickness, disability and other personal issues. | Aware of |
| Document Management Techniques | Methods and techniques for the organisation, storage and version control of information in both paper and electronic formats. | Proficient in |
| Information Assurance Methods and Tools | Information assurance methods, tools and techniques (including the Caldicott Principles) used to protect the integrity, availability, authenticity, non-repudiation and confidentiality of user data and manage the risks related to the use, processing, storage, and transmission of information. | Aware of |
| Legislation | Relevant national and international legislation. | Aware of |
| Performance Monitoring | Identifying, agreeing and monitoring (usually by face-to-face interviews) objectives and deliverables with individuals. Identifying under-performance issues against agreed quality standards and performance criteria. Identifying gaps in capability and causes, disciplinary or ability-related (needing assistance, training or other support). | Familiar with |
| Presentation Techniques | Methods and techniques for delivering effective and accessible presentations, either face-to-face or online within various contexts and to a variety of audiences. | Familiar with |
| Project Planning and Control Techniques | Methods and techniques associated with planning and monitoring progress of projects. | Aware of |
| Resource Allocation | The effective and efficient routine deployment of resources, (but also including reassessment and reallocation in a dynamic multi-project environment), to achieve optimum results. | Familiar with |
| Stakeholder Engagement | Establishing relationships, analysing perspectives and managing stakeholders from a variety of backgrounds and disciplines. Adapting stakeholder engagement style to meet the needs of different audiences. The identification of key business stakeholders and an assessment of their level of power and interests, and their perspectives to inform the way(s) in which they should be considered and managed. | Aware of |
| Team Dynamics | Knowledge and understanding of the psychological and environmental forces that influence the direction of team behavior and performance and the tools and techniques to improve team cohesion and performance. | Aware of |
| Techniques for Effective Meetings | Methods and techniques for running effective meetings and for understanding and influencing the roles played by participants. | Aware of |
Training
| Title | Details |
|---|---|
| Coaching | Concepts, methods and techniques for providing coaching in subject specialisms to individuals or groups (e.g. GROW model). |
| Data Management | Data management concepts, methods, tools and techniques relating to the planning, development, implementation, administration and curation of data. |
| Project Planning and Control | Project planning and control methods and techniques including budgeting and financial control. |
| Mentoring | Methods and techniques for providing mentoring support to less experienced individuals. |
| Security Awareness | Tools and techniques to help users and employees understand the role they play in helping to combat information security breaches and for IT and security professionals to prevent and mitigate risk. |
Professional Development Activity (PDA)
| Title | Details | PDA Group |
|---|---|---|
| Deputising | Standing in for supervisor or manager on a temporary basis during periods of absence. | Broadening Activities |
| Gaining Knowledge of Activities of Employing Organisation | Developing an understanding of the potentially diverse range of activities (service, governance, administrative, regulatory, commercial, charitable, industrial, etc.) undertaken by the employing organisation. | Increasing Knowledge |
| Gaining Knowledge of IT Concepts and Techniques | Undertaking study, learning and, where possible, practice in IT concepts and techniques external to own function. | Increasing Knowledge |
| Job Shadowing and Special Assignments | Undertaking temporary periods or secondments in other roles, particularly those that offer a new perspective on own function or exposure to other environments and cultures. | Broadening Activities |
| Negotiating and Influencing | Undertaking learning and practice of negotiating with and influencing others. | Developing Professional Skills |
| Participation in Professional Body Affairs | Taking an active part in professional body affairs at branch, specialist group, committee or board level. | Participation in Professional Activities |
| Research Assignments | Exploring a topic which is not part of own normal responsibilities and presenting findings to colleagues and/or management | Increasing Knowledge |
| Team Leadership | Undertaking learning and practice of the skills required to lead teams, including motivation, direction, coaching, delegation, appraisal, counselling and developing others. | Developing Professional Skills |
Qualification Components
| Title | Awarding Bodies |
|---|---|
| FEDIP Practitioner | The Federation for Informatics Professionals |
Clinical Informatics Framework
Health & Wellbeing in Practice
| Title | Details | Level |
|---|---|---|
| Clinical concepts & language | Uses clinical, social, biomedical (including genomics) terminology, language and abbreviations appropriately when contributing to informatics projects and programmes to be able to facilitate accurate and appropriate communication across clinical informatics projects and/or teams. | 3. Apply: Use information in new situations: execute, implement, solve, use, demonstrate, interpret, operate, schedule, sketch. |
| Health policies | Recognise how UK and international health and social care policies can change and how they impact on system and organisational informatics delivery, strategies and plans. | 2. Understand: Explain ideas or concepts: classify, describe, discuss, explain, identify, recognise, report, select, translate. |
The Professional Body Responsible for this job family is IHRIM. This job role profile was created in collaboration with BCS, using Role Model Plus.