Health Records Job Profiles 

 Examples of Types of Jobs

Band	Job Profile Label
	Types of Job
This applies to job in all sectors; acute, primary care, mental health	
1	HEALTH RECORDS ASSISTANT	FILING CLERK
DELIVERY CLERK/ MESSENGERS
	
2	HEALTH RECORDS ASSISTANT
 (HIGHER LEVEL)	OUTPATIENT RECEPTIONIST
ADMISSIONS CLERK
A & E RECEPTIONIST
WARD CLERK
X-RAY DEPARTMENT CLERK
	
3	HEALTH RECORDS OFFICER /
TEAM LEADER
	HEALTH CARE RECORDS TEAM LEADER
OUTPATIENT CO-ORDINATOR
TCI OFFICER
REGISTRATION OFFICER
	
4	HEALTH RECORDS OFFICER (HIGHER LEVEL) /  TEAM LEADER	HEALTH CARE RECORDS SUPERVISOR
HEALTH RECORDS LIBRARY SUPERVISOR
HEALTH RECORDS CALL CENTRE SUPERVISOR
ADMISSIONS OFFICE SUPERVISOR
MEDICO-LEGAL OFFICER
	
5	HEALTH RECORDS SECTION MANAGER/ ASSISTANT HEALTH RECORDS MANAGER
 (MULTI SECTION UNIT)
	HEALTH CARE RECORDS SECTION MANAGER
e.g. one of the following sections, library services, subject access, clinical coding, ward clerical services, medical secretarial services, A&E Reception, out-patient clerical services, TCI/admissions services, booking centres, etc

ASSISTANT CARE HEALTH RECORDS MANAGER
(MULTI SECTION UNIT)
e.g. more than one of the above sections or sites
	
6	HEALTH RECORDS MULTI SECTION MANAGER	HEALTH CARE RECORDS MULTI SECTION MANAGER
e.g. more than one site or more than one of the following sections, library services, subject access, clinical coding, ward clerical services, medical secretarial services, A&E Reception, out-patient clerical services, TCI/admissions services, booking centres, etc
	
7	HEALTH RECORDS DEPARTMENT MANAGER	HEALTH CARE RECORDS DEPARTMENT MANAGER
e.g. a range of the following, library services, subject access, clinical coding, ward clerical services, medical secretarial services, A&E Reception, out-patient clerical services, TCI/admissions services, booking centres, etc
	
8a-c	HEAD OF SERVICES MANAGER	HEAD OF SERVICES MANAGER
e.g. more than one of, Health Records Management, Outpatient Management, Information Governance Management etc

PROFILE LABEL: HEALTH RECORDS ASSISTANT
JOB STATEMENT:
	(1) To initiate, retrieve and file case records
	(2) To sort and filter out case notes
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive routine information orally, own job
Exchange information with staff for records, appointments, admissions both verbally and in written format	 1	5	
Knowledge, Training & Experience	Small number of routine work procedures, on the job instruction
Knowledge of patient administration system and case notes procedures,
experience gained through work experience or qualification to NVQ Level 1 or equivalent	 1	16	
Analytical & Judgement Skills	Judgements involving straightforward facts or situations 
Locate lost case notes, track case notes in straightforward situations	 1	6	
Planning & Organisational Skills	Organise own day to day work tasks or activities
Workload is allocated, organises own day to day work tasks	 1	6	
Physical Skills	Physical skills obtained through practice                                         
Inputs patient information onto the computerised Patient Administration     System; manoeuvres case record trolleys        	 2	15	
Responsibility for Patient/Client Care	Assist patients/clients during incidental contacts
Provides information during incidental contact	 1	4	
Responsibility for Policy/Service Development	Follows policies in own role, may be required to comment
Follows departmental procedures and policies	 1	5	
Responsibility for Financial & Physical Resources	Personal duty of care in relation to equipment, resources
Careful use of equipment and facilities	 1	5	
Responsibility for Human Resources	Demonstrates own activities to new or less experienced employees
Demonstrates and explains practices and procedures to new staff	 1	5	
Responsibility for Information Resources	Data entry, text processing, storage of data
Processes, transmits and stores patient data using a computerised system, files paper data within the case record in retrievable format	 2a	9	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work
Completes e.g. staff surveys as required	 1	5	
Freedom  to Act	Well established procedures, supervision close by
Works within set routines, policies and procedures	 1	5	
Physical Effort	Frequent sitting or standing in a restricted position; Frequent light  effort for several short periods; Occasional light effort for several long periods; Occasional moderate effort for several short periods/ Frequent light effort for several long periods; Frequent moderate effort for several short periods
Inputting at keyboard for most of day; Lifting, sorting, filing, general handling of case records; Pushing trolleys with patient notes 	2abcd-3ac	7 - 12	
Mental Effort	Frequent concentration; work pattern predictable
Concentration is required when entering records and filing test results	 2a	7	
Emotional Effort	Exposure to distressing or emotional circumstances is rare
Little exposure to distressing circumstances	 1	5	
Working Conditions	Exposure to unpleasant working conditions is rare/Occasional unpleasant conditions
Little or no exposure/Exposure to dusty conditions in archive storage areas	 1 - 2a	3 - 7	
JE Score/Band		Band 1	108-117	

PROFILE LABEL:   HEALTH RECORDS ASSISTANT (HIGHER LEVEL)
JOB STATEMENT:
(1)	To initiate, retrieve and file case records, prepare records for admission, outpatient attendances
(2)	To sort and filter out case notes
(3)	Respond to routine requests for information
(4)	May carry out clinic reception/ward duties
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive routine information, to inform work colleagues, patients, clients/Provide and receive routine information requiring tact or persuasive skills; barriers to understanding
Exchange information with patients, staff, external agencies for records, appointments, admissions/ Deals with queries from anxious patients, visitors; cultural or language difficulties	2-3a	12-21	
Knowledge, Training & Experience	Range of routine work procedures requiring job training
Knowledge of range of patient administration system and case notes procedures, acquired through experience and qualification at NVQ Level 2 or Basic Level of Certificate of Technical Competence (IHRIM) and ECDL or equivalent	2	36	
Analytical & Judgement Skills	Judgements involving facts or situations, some requiring analysis
Investigating and tracking case notes, disclosure of patient information in accordance with current legislation	2	15	
Planning & Organisational Skills	Organise own day to day work tasks or activities/Plan and organise straightforward activities, some ongoing
Workload is allocated, organises own day to day tasks/Planning and organising clinics, appointments	1-2	6-15	
Physical Skills	Physical skills obtained through practice
Inputs patient information onto the computerised Patient Administration System; Manoeuvres case record trolleys	2	15	
Responsibility for Patient/Client Care	Provide non clinical advice, information to patients/clients/relatives
Provide advice and guidance to patients and relatives on appointments and admissions	2	9	
Responsibility for Policy/Service Development	Follow policies in own role, may be required to comment
Follows departmental procedures and policies	1	5	
Responsibility for Financial & Physical Resources	Personal duty of care in relation to equipment, resources/Handles cash, valuables; Maintains stock control
Careful use of equipment and facilities/Handles patient valuables; Orders stock	1-2ac	5-12	
Responsibility for Human Resources	Demonstrate own activities to new or less experienced employees
Demonstrates and explains practices and procedures to new staff 	1	5	
Responsibility for Information Resources	Data entry, text processing, storage of data
Processes and stores patient data using a computerised system, files paper data within the case record in retrievable format	2a	9	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work 
Tests effectiveness of procedures in own work area	1	5	
Freedom  to Act	Standard operating procedures, someone available for reference
Deals with enquiries, advice and guidance available from line manager. 	2	12	
Physical Effort	Frequent sitting or standing in a restricted position; Frequent light  effort for several short periods; Occasional light effort for several long periods; Occasional moderate effort for several short periods/ Frequent light effort for several long periods; Frequent moderate effort for several short periods
Inputting at keyboard for most of day; Lifting, sorting, filing, general handling of case records; Pushing trolleys with patient notes 	2abcd – 3ac	7 - 12	
Mental Effort	Frequent concentration; work pattern predictable
Concentration is required when preparing notes, filing test results	2a	7	
Emotional Effort	Occasional distressing or emotional circumstances/Frequent distressing or emotional circumstances
Contact with distressed and terminally ill patients	2a-3a	11-18	
Working Conditions	Exposure to unpleasant conditions is rare/Occasional unpleasant conditions
Little or no exposure/Exposure to dusty conditions in archive storage areas; Occasional exposure to verbal aggression e.g. patients in A&E Dept	1 - 2a	3 - 7	
JE Score/Band		Band 2	162-203	

PROFILE LABEL:   HEALTH RECORDS TEAM LEADER/OFFICER
JOB STATEMENT:
(1)	To initiate, retrieve and file case records, prepare records for admission, outpatient attendance
(2)	May be responsible for the day to day supervision and induction of staff within a section of the department
(3)	May take responsibility for a specific function within the department/ward
(4)	May be responsible for managing elective admissions for a specialty
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive routine information requiring tact or persuasive skills
Communicates work procedures within own team and with other departments, induction of new staff; Deals with queries from anxious patients, visitors; cultural or language difficulties	 3a	21	
Knowledge, Training & Experience	Range of work procedures and practices; base level of theoretical knowledge
Knowledge of patient administration and other related systems, acquired through experience and qualification at NVQ Level 3 or Advanced Level of Certificate of Technical Competence (IHRIM) and ECDL or equivalent	 3	60	
Analytical & Judgement Skills	Judgements involving facts or situations, some requiring analysis
Investigating and tracking case notes, provides advice and guidance to staff on disclosure of information in accordance with current legislation; analysis of waiting list information 	 2	15	
Planning & Organisational Skills	Plan and organise straightforward activities, some ongoing                                 Allocates workload to team, rosters staff; prioritises  workload for self and junior staff	 2	15	
Physical Skills	Physical skills obtained through practice/Developed physical skills; advanced keyboard use
Keyboard skills for regular use of computer systems e.g. Patient Administration System	 2-3a	15-27	
Responsibility for Patient/Client Care	Provide non-clinical advice, information to patients/clients/relatives
Provides advice and guidance to patients and relatives on, e.g. appointments and admissions	 2	9	
Responsibility for Policy/Service Development	Implement policies and propose changes to practices, procedures for own area
Proposes changes to working procedures, implements procedures set by others	 2	12	
Responsibility for Financial & Physical Resources	Safe use of equipment other than equipment used personally; Maintain stock control; Authorised signatory, small payments 
Responsible for office equipment (e.g. microfilm reader); Re-orders office supplies; Signs time sheets	 2bcd	12	
Responsibility for Human Resources	Demonstrate own activities to new or less experienced employees/ Day to day co-ordination of staff; Provide training in own discipline
Demonstrates, explains practices and procedures to new, less experienced staff/ Allocates work to junior staff, checks work; Trains own staff	 1-2ac	5-12	
Responsibility for Information Resources	Data entry, text processing, storage of data 
Processes, transmits and stores patient data using a computerised system, files paper data within the case record in retrievable format	 2a	9	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work 
Test effectiveness of procedures in own work area	 1	5	
Freedom  to Act	Standard operating procedures, someone available for reference/Clearly defined occupational policies, work is managed, rather than supervised
Deals with enquiries, advice and guidance available from line manager/Works to defined standards, manager available for reference when required	2-3	12-21	
Physical Effort	Frequent sitting or standing in a restricted position; Frequent light  effort for several short periods; Occasional light effort for several long periods; Occasional moderate effort for several short periods/ Frequent light effort for several long periods; Frequent moderate effort for several short periods
Inputting at keyboard for most of day; Lifting, sorting, filing, general handling of case records; Pushing trolleys with patient notes	2abcd – 3ac	7 - 12	
Mental Effort	Frequent concentration; work pattern predictable
Concentration is required when preparing notes, filing test results	 2a	7	
Emotional Effort	Occasional distressing or emotional circumstances/Frequent distressing or emotional circumstances
Contact with distressed and terminally ill patients	 2a-3a	11-18	
Working Conditions	Exposure to unpleasant working conditions is rare/Occasional unpleasant conditions
Little or no exposure/Exposure to dusty conditions in archive storage areas; Occasional exposure to verbal aggression e.g. patients in A&E Dept	1 - 2a	3 – 7	
JE Score/Band		Band 3	218-262	

PROFILE LABEL:   HEALTH RECORDS OFFICER (HIGHER LEVEL)/TEAM LEADER
JOB STATEMENT:
(1)	To manage the day to day activities of the staff within a section of the department 
(2)	To ensure the provision of on the job training to staff within the section/function
(3)	Maintain data quality of patient registrations
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive complex or sensitive information; Provide advice, instruction or training to groups.
Communicates work procedures, induction of new staff, maintains working relationships with own and other departments, Training and motivating staff to achieve objectives	 3bc	21	
Knowledge, Training & Experience	Range of work procedures and practices, majority non-routine; intermediate level theoretical knowledge.
Knowledge of patient administration system, outpatients clinics system, ward admission procedures and case notes procedures, knowledge of Human Resource policies and procedures, knowledge acquired through experience and qualification at NVQ Level 4 or the Certificate of the Institute of Health Record & Information Management (IHRIM), ECDL or equivalent knowledge and experience.	 4	88	
Analytical & Judgement Skills	Judgements involving facts or situations, some requiring analysis
Locate lost case notes, provide advice and guidance to staff on disclosure of information in accordance with current legislation 	 2	15	
Planning & Organisational Skills	Plan and organise straightforward activities, some ongoing
Planning of allocation of workload to team, rostering of staff to ensure adequate skill mix, basic prioritising of workload for self and others	 2	15	
Physical Skills	Physical skills obtained through practice/Developed physical skills; advanced keyboard use
Keyboard skills for regular use of computer systems e.g. Patient Administration System	 2-3a	15-27	
Responsibility for Patient/Client Care	Provide non-clinical advice, information to patients/clients/relatives
Basic Information provided in accordance with current legislation, provide advice and guidance to patients and relatives on non-clinical issues	 2  	9	
Responsibility for Policy/Service Development	Implement policies and propose changes to practices, procedures for own area
Proposes changes to working practices and procedures (e.g. when planning for impact of new legislation, new systems); Implements procedures set by others	 2	12	
Responsibility for Financial & Physical Resources	Safe use of equipment other than equipment used personally; Maintain stock control; Authorised signatory, small payments 
Responsible for office equipment (e.g. microfilm reader); Re-orders office supplies; Signs time sheets	 2bcd	12	
Responsibility for Human Resources	Day to day management; Teach/deliver core training, range of subjects or specialist training
Day to day staff management including work allocation and checking, appraisal, initial stages of grievance and discipline, assisting with recruitment; Delivers training on own specialist area or a range of health records subjects.	 3ac	21	
Responsibility for Information Resources	Data entry, text processing, storage of data 
Process and store patient data using a computerised system, file paper data within the case record in retrievable format, process and transmit patient data using both paper and computerised systems, completion of staff record cards, timesheets.	2a	9	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work 
Undertakes surveys or audits as required within own work environment e.g. to test effectiveness of procedures	 1	5	
Freedom  to Act	Clearly defined occupational policies, work is managed, rather than supervised
Manager available for reference, performance indicators demonstrate achievement against expected standard.	 3	21	
Physical Effort	Combination of sitting, standing, walking/ Frequent sitting or standing in a restricted position; Frequent light  effort for several short periods; Occasional light effort for several long periods; Occasional  moderate effort for several short periods
Combination of sitting, standing and walking dealing with patient enquiries,  telephone enquiries/Inputting at keyboard for most of day; Llifting, sorting, filing, general handling of case records; Pushing trolleys with patient notes, retrieving records	1– 2abcd	3 - 7	
Mental Effort	Frequent concentration; work pattern predictable/unpredictable
Concentration while preparing case notes and letters/Dealing with frequent interruptions and competing demands from staff or work related queries	  2a-3a	7-12	
Emotional Effort	Occasional distressing or emotional circumstances
Manage distressed patients/relatives/staff	  2a	11	
Working Conditions	Occasional unpleasant conditions
Exposure to dusty conditions in archive storage areas; Occasional exposure to verbal aggression (patients and/or staff)	  2a	7	
JE Score/Band		Band 4	271- 292	

PROFILE LABEL:   HEALTH RECORDS SECTION MANAGER / ASSISTANT HEALTH RECORDS MANAGER (MULTI 
                         	SECTION UNIT) 
JOB STATEMENT:
(1)	To manage the operational activities and the staff of a health records section
(2)	To provide on the job training to staff within the section
(3)	May assist the manager of a multi section unit

Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive complex information; persuasive, motivational, negotiating, training skills are required.
Communicates complex health records queries with own and other departments, training skills required for developing own and other staff, provides advice on legislation governing health records to non health records staff; negotiates with NHS/external organisations over service issues.	4a	32	
Knowledge, Training & Experience	Expertise within specialism, underpinned by theory
Specialist knowledge acquired through professional qualification at degree level or equivalent, Diploma of the Institute of Health Record & Information Management (IHRIM) or equivalent plus experience	5	120	
Analytical & Judgement Skills	Range of facts or situations requiring analysis
Problem solving skills and ability to analyse where procedures have failed to ensure correction in their subject area, provide advice and guidance to staff on disclosure of patient information in accordance with current legislation	3	27	
Planning & Organisational Skills	Plan and organise straightforward activities, some ongoing/Plan and organise complex activities or programmes, requiring formulation, adjustment
Organises meetings with a range of clinical and non-clinical staff to formulate service changes, plans for legislative changes to the health records service formulating policies and procedures for staff/Contributes to the health records management strategy for the organisation	2 - 3	15 - 27	
Physical Skills	Physical skills obtained through practice
Input patient information onto the computerised Patient Administration System
Manipulate case record trolleys	2	15	
Responsibility for Patient/Client Care	Provide non-clinical advice, information to patients/clients/relatives
Provides advice and guidance to patients and relatives on reception and by telephone on non-clinical issues	2	9	
Responsibility for Policy/Service Development	Propose policy or service changes, impact beyond own area 
Attends meetings with service users, e.g. clinicians to discuss changes to policies or procedures that may affect other areas, e.g. introduction of new appointment system	3	21	
Responsibility for Financial & Physical Resources	Safe use of equipment other than equipment used personally; Maintain stock control; Authorised signatory, small payments
Responsible for the office equipment; Responsible for re-ordering of office supplies; Authorised signatory	2bcd	12	
Responsibility for Human Resources	Day to day management; Teach/deliver specialist training/ Line manager for single function or department
Day to day management; Delivers specialist training to a range of staff/ Line manager for section within Health Records	3ac - 4a	21 - 32	
Responsibility for Information Resources	Responsible for maintaining one or more information systems, significant job responsibility
Managing storage and retrieval of information	3c	16	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work 
Undertakes surveys or audits as required within own work environment e.g. to test effectiveness of procedures	 1	5	
Freedom  to Act	Clearly defined occupational policies, work is managed, rather than supervised
Manager available for reference, performance indicators demonstrate achievement against expected standard.	 3	21	
Physical Effort	Combination of sitting, standing and walking/ Frequent sitting or standing in a restricted position; Frequent light  effort for several short periods; Occasional light effort for several long periods; Occasional moderate effort for several short periods
Combination of sitting, standing and walking, dealing with patient enquiries,  telephone enquiries/Inputting at keyboard for most of day; Lifting, sorting, filing, general handling of case records; Pushing trolleys with patient notes, retrieving records	1– 2abcd	3 - 7	
Mental Effort	Frequent concentration; work pattern predictable/unpredictable
Concentration while preparing case notes and letters/Dealing with frequent interruptions and competing demands from staff or work related queries	  2a-3a	7-12	
Emotional Effort	Occasional distressing or emotional circumstances
Manage distressed patients/relatives/staff	  2a	11	
Working Conditions	Occasional unpleasant conditions
Exposure to dusty conditions in archive storage areas; Occasional exposure to verbal aggression from patients	  2a	7	
JE Score/Band		Band 5	342-374	

PROFILE LABEL:    HEALTH RECORDS MULTI SECTION MANAGER 
JOB STATEMENT:
(1)	Responsible for the management and performance of multi health records sections 
(2)	Ensures patient information is processed in accordance with procedures and investigates complex 	enquiries providing assistance and advice as required.
(3)	Prepares and completes statutory/NHS returns ensuring that work is completed within the requisite 	timescales and legal requirements, interpreting these where necessary.
 
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive complex, sensitive information; persuasive, motivational, negotiating, training skills are required
Communicates complex health records queries with own and other departments, training skills required for developing own and other staff, provides advice on legislation governing health records to non health records staff; negotiates with NHS/external organisations over service issues.	4a	32	
Knowledge, Training & Experience	Specialist knowledge across range of procedures underpinned by theory
Specialist knowledge and expertise across one or more specialised areas including clinical staff and other managers on matters relating to their own area, providing detailed advice and guidance, acquired  through professional qualification at Degree level, Diploma of the Institute of Health Record & Information Management (IHRIM) or equivalent plus specialist experience and knowledge of management, information systems and legislation.	6	156	
Analytical & Judgement Skills	Complex facts or situations requiring analysis, interpretation, comparison of a range of options
Analyses, investigates and resolves complex health records queries and issues/problems; Develops and advises on complex business plans; Interprets legislation affecting the health records service	4	42	
Planning & Organisational Skills	Plan and organise complex activities or programmes, requiring formulation, adjustment 
Develops and contributes to long term plans within a structured framework; Makes plans to implement legislative changes; Daily adjustments; Co-ordinates and plans activities	3	27	
Physical Skills	Physical skills obtained through practice
Input patient information onto the computerised Patient Administration System	2	15	
Responsibility for Patient/Client Care	Assist patients/clients during incidental contacts
Contact with patients is incidental e.g. patient forums and subject access requests 	1 	4 	
Responsibility for Policy/Service Development	Propose policy or service changes, impact beyond own area
Suggests changes to and implements policies and procedures in own area or section, proposes changes to polices and procedures which have an impact in other areas e.g. re-design of case note architecture	3	21	
Responsibility for Financial & Physical Resources	Authorised signatory; Monitor budgets or financial initiatives; Hold delegated budget
Authorised signatory for signing off travel expenses; Monitors budget and/or income generation initiatives for own sections; Holds delegated budget/Responsible for budget and physical assets	3acd	21	
Responsibility for Human Resources	Day to day management; Teach/deliver specialist training/ Line manager for single function or department
Work allocation, checking and evaluating work, identifying training needs; Delivers training on own specialist area or range of health records subjects/ Involved in recruitment, disciplinary, appraisal	3ac – 4a	21 - 32	
Responsibility for Information Resources	Responsible for maintaining one or more information systems, significant job responsibility/ Responsible for operation of one or more information systems for department/service, major job responsibility
Manage storage and retrieval of information/records / Manage the operation of systems which process, update and store information	3c – 4b	16 - 24	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work
Participates in work-based audits	1	5	
Freedom  to Act	Broad occupational policies
Works to achieve agreed objectives and has freedom to do this in own way working within organisational and broad professional policies; acts without reference to manager; acts as lead specialist	4	32	
Physical Effort	Combination of sitting, standing and walking
Light physical effort	1	3	
Mental Effort	Frequent concentration; work pattern predictable/unpredictable
Concentration required when analysing data, checking and reconciling information, answering queries from staff, patients/ May be required to switch tasks	2a- 3a	7 - 12	
Emotional Effort	Occasional distressing or emotional circumstances
Deals with staff performance and disciplinary issues	2a	11	
Working Conditions	Exposure to unpleasant conditions is rare
Office conditions	1	3	
JE Score/Band		Band 6	416-440	

PROFILE LABEL:   HEALTH RECORDS DEPARTMENT MANAGER 
JOB STATEMENT:
(1)	Responsible for the overall management and performance of a health records department
(2)	Ensures information is processed in accordance with procedures; investigates highly complex enquires  	providing assistance and advice as required and contributes to reporting
(3)	Provides strategic, business planning advice
(4)	Interpreting information to complete statutory NHS returns, ensuring that work is completed in line with 	local and national timescales and legal requirements, interpreting these where necessary
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive complex information; persuasive, motivational, negotiating, training skills are required
Communicates health record and information management issues with senior management and clinical staff some of which may be contentious; deals with performance and staffing issues; negotiates with NHS/external organisations over service issues; provides specialist training	4a	32	
Knowledge, Training & Experience	Highly developed specialist knowledge, underpinned by theory and experience 
In depth specialist knowledge over a range of management, operational and legislative areas acquired through Masters or equivalent experience plus specialist experience and expertise in health information and staff management	7	196	
Analytical & Judgement Skills	Complex/highly complex facts or situations requiring analysis, interpretation, comparison of a range of options
Analyses complex problems relating to business case production where there are a multiplicity of targets/objectives; Interprets complex data sets / Makes judgements on patient information where there is no precedent and where opinions may conflict.	4 - 5	42 - 60	
Planning & Organisational Skills	Plan and organise complex activities or programmes, requiring formulation, adjustment/Plan and organise broad range of complex activities; formulates, adjusts plans or strategies
Develops and contributes to long term plans within a structured framework; Makes plans to implement legislative changes; Daily adjustments; Co-ordinates and plans activities / Plans and implements projects which impact across the organisation; Continuous delivery of health information services; Contributes to the medium and long term strategy of the organisation 	3 - 4	27 - 42	
Physical Skills	Physical skills obtained through practice
Requires standard keyboard skills	2	15	
Responsibility for Patient/Client Care	Assist patients/clients during incidental contacts
Contact with patients is incidental e.g. patient forums and subject access requests	1 	4 	
Responsibility for Policy/Service Development	Propose policy or service changes, impact beyond own area/ Responsible for policy implementation and development for a service or more than one area of activity
Suggests changes to and implements policies and procedures in own area, proposes changes to polices and procedures which have an impact in other areas (e.g. re-design of health information systems/ Responsible for developing policy implementation and development for a service	3 - 4	21 - 32	
Responsibility for Financial & Physical Resources	Budget holder for department/service
Budget holder for health information department	4a	32	
Responsibility for Human Resources	Line manager for single function or department
Work allocation, checking and evaluating work, identifying training needs, involved in recruitment, disciplinary, appraisal.	4a	32	
Responsibility for Information Resources	Responsible for maintaining one or more information systems, significant job responsibility/ Responsible for the operation of one or more information systems for department/service, major job responsibility
Manage storage and retrieval of information/records/ Manage the operation of systems which process, update and store information	3c – 4b	16 - 24	
Responsibility for Research & Development	Undertake surveys or audits as necessary to own work
Regularly conducts or participates in work-based audits within the department	1	5 	
Freedom  to Act	Broad occupational policies 
Works to achieve agreed objectives and has freedom to do this in own way working within organisational and broad professional policies; Acts without reference to manager; Departmental manager	4	32	
Physical Effort	Combination of sitting, standing, walking
Light physical effort	1	3	
Mental Effort	Frequent concentration; work pattern predictable/unpredictable
Concentration required when analysing data, checking and reconciling information, answering queries from staff, patients/ May be required to switch tasks	2a- 3a	7 – 12	
Emotional Effort	Occasional distressing or emotional circumstances
Deals with staff performance and disciplinary issues	2a	11	
Working Conditions	Exposure to unpleasant conditions is rare
Office conditions	1	3	
JE Score/Band		Band 7	478 – 535	

PROFILE LABEL:   HEAD OF SERVICES MANAGER
JOB STATEMENT:  
(1)	Responsible for the overall management of a health information service 
(2)	Ensures efficiency, effectiveness, integrity and business focus of service
(3)	Investigates and advises on highly complex health information issues and leads on reporting, strategic 	and business planning advice 
(4)	Ensures all statutory returns represent a true and fair view, meet timescales and legal requirements, 	interpreting these where necessary
Factor	Relevant Job Information	JE Level	Score	
Communication & 
Relationship Skills	Provide and receive highly complex, sensitive or contentious information; agreement or co-operation required; Present complex, sensitive or contentious information to  large groups
Advises senior managers on health information issues persuading them to a certain course of action; delivers and develops formal complex presentations (i.e. multi-faceted business cases and training, presentations to boards) to large groups of staff clearly and persuasively; negotiates with NHS /external organisations over significant service issues.	5ab	45	
Knowledge, Training & Experience	Highly developed specialist knowledge, underpinned by theory and experience
In depth specialist knowledge over a range of management, operational and legislative areas acquired through Masters or equivalent experience plus specialist experience and expertise in health information and staff management	7	196	
Analytical & Judgement Skills	Highly complex facts or situations requiring analysis, interpretation, comparison of a range of options
Makes judgements on patient information and associated risks where there is no precedent and where opinions may conflict 	5	60	
Planning & Organisational Skills	Plan and organise broad range of complex activities; formulates, adjusts plans or strategies/Formulate long term, strategic plans, involving uncertainty, may impact across the whole organisation
Plans  and implements projects which impact across the department & organisation; Continuous delivery of health record services across the organisation; Contributes to the medium and long term organisation strategy/Develops and takes the lead on long term business and strategic planning for the whole organisation	4 - 5	42 - 60	
Physical Skills	Physical skills obtained through practice
Requires standard keyboard skills	2	15	
Responsibility for Patient/Client Care	Assist patients/clients during incidental contacts
Contact with patients is incidental e.g. patient forums and subject access requests	1 	4 	
Responsibility for Policy/Service Development	Responsible for policy implementation and development for a service or for more than one area of activity/Responsible for policy implementation & development for directorate or equivalent
Responsible for developing policy and procedures in particular areas of health information and other services which will impact across the whole organisation/Develops policies and practices for the organisation, working jointly with other organisations to create a consistent approach; Implements national policies and practices	4 - 5	32 -45	
Responsibility for Financial & Physical Resources	Budget holder for department/service/ Responsible for budget for several services
Develops and monitors budgets for own department/service, authorises spend against it/ Develops and manages the budget for a large part of the health records/information function or the whole of the function.	4a – 5a	32 - 45	
Responsibility for Human Resources	Line manager for single function or department/ several/multiple departments
Acts as line manager for more than one service e.g. outpatients, health records, information governance	4a – 5a	32 - 45	
Responsibility for Information Resources	Adapt, design information systems to meet  specifications of others; Responsible for the operation of one or more information systems for department/service, major job responsibility/Design and develop major information systems to meet specifications of others
Responsible for introducing, adapting and improving operational information systems in own area of use and use by others; Manage operation of system(s) which process, update and store information	4ab – 5a	 24 -34	
Responsibility for Research & Development	Undertake surveys or audits, as necessary to own work/ Regularly undertake R & D activity 
Undertakes surveys or audits for own work/ Conducts complex audits designed to improve service quality	1 – 2a	5 -12	
Freedom  to Act	General policies, need to establish interpretation
Works autonomously, and interprets available standards e.g. DoH policy, Information Governance, Accreditation Standards	5	45	
Physical Effort	Combination of sitting, standing, walking
Light physical effort	1	3	
Mental Effort	Frequent concentration; work pattern predictable/unpredictable
Concentration required when analysing data, checking and reconciling information, answering queries from staff, patients/ May be required to switch tasks	2a- 3a	7 - 12	
Emotional Effort	Occasional distressing or emotional circumstances
Deals with staff performance and disciplinary issues	2a	11	
Working Conditions	Exposure to unpleasant conditions is rare
Office conditions	1	3	
JE Score/Band		Band
8a-c	563 - 642