Records and Archive Interim Manager, RG7 3BH Salary £30,000 pa pro rata. Duration 3 months
This role has been identified on an interim basis to ensure compliance with legal and regulatory requirements, such as the UK GDPR, Data Protection Act 2018, and the Health and Social Care Act 2008 (Regulation 17), and is critical for providing high-quality, person-centred care.
Every staff member who creates or uses records is responsible for managing them appropriately.
- Accurate and Timely Recording: Making clear, factual, and accurate entries in care records as soon as possible after an event, observation, or interaction occurs. All entries should be signed and dated.
- Confidentiality: Respecting the privacy of residents' information and handling all data in accordance with confidentiality policies and data protection legislation.
- Data Security: Storing confidential information securely (e.g., in locked cabinets or password-protected systems) and never leaving records where they can be accessed by unauthorised individuals.
- Training and Policy Adherence: Understanding and following the care home's established policies and procedures for record keeping, which includes participating in mandatory data protection and records management training.
- Involving Residents: Where practical, involving the resident when recording information about their care to promote transparency and their involvement in their own care journey.
This role will provide a framework and oversight for records management at an Optalis care home. Going forward a designated senior member of staff will have lead responsibility.
- Policy Implementation: Implementing records management policies and procedures that cover the entire lifecycle of a record, from creation, use and storage to ultimate disposal. Working with all care home staff to develop local procedures in line with existing policies that can be easily followed and embedded.
- Ensuring Compliance: Ensuring the care home meets all legal and regulatory standards set by bodies like the Care Quality Commission (CQC).
- Work with the Care Home and Information Governance to establish effective systems for records management that ensure accuracy, accessibility, and secure maintenance of all records
- Providing Resources and Training: Ensuring staff have the necessary training, resources, and systems (manual or electronic) to manage records competently.
- Monitoring and Auditing: Setting up systems to monitor and review record-keeping practices regularly to ensure compliance and identify areas for improvement.
- Secure Storage and Disposal: Establishing secure systems for the storage of records and arranging for the confidential and certified disposal of records that have passed their retention period.
- Information Sharing: Defining clear procedures for securely sharing information with external professionals and agencies, adhering to "need to know" principles.
Key Types of Records Managed
Records management duties apply to a variety of records:
- Resident Care Records: Assessments, care plans, medical histories, medication administration records, incident reports, and communication logs.
- Staff Records: Recruitment information, training records, supervision notes, and appraisal documentation.
- Management and Corporate Records: Health and safety checks, financial records, quality assurance documentation, and policies.