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Job summary

Main area
Records Management
Grade
Band 6
Contract
Fixed term: 12 months
Hours
Full time - 37.5 hours per week
Job ref
120-AC789-0822
Employer
Velindre University NHS Trust
Employer type
NHS
Site
Velindre University NHS Trust Headquarters
Town
Cardiff
Salary
£33,706 - £40,588 per annum
Salary period
Yearly
Closing
18/08/2022 23:59

Employer heading

Velindre University NHS Trust logo

COVID-19 Vacancy COVID-19 Pandemic Response: Archivist

Band 6

Thank you for your interest in working for Velindre University NHS Trust, which is a committed equal opportunities employer. The Trust welcomes applications from people who share our vision;

Velindre University NHS Trust will be recognised locally, nationally and internationally as a renowned organisation of excellence for patient and donor care, education and research.

our values;

  • BE Accountable
  • BE Bold
  • BE Caring
  • BE Dynamic

and who will complement our current experienced and specialist employees who are passionate about working in a Trust that has the ambition to provide world class services and care to patient and donors.

Velindre University NHS Trust holds a special place at the heart of healthcare in Wales. It is also an amazing organisation to work and to develop your career. The Trust comprises of two divisions, Velindre Cancer Centre and Welsh Blood Service. The Trust also hosts on behalf of the Welsh Government and NHS Wales, NHS Wales Shared Services Partnership (NWSSP) and Health Technology Wales (HTW).

Velindre University NHS Trust provides our employees with a favourable salary and reward / staff benefits & support package.

For more information on this vacancy please contact the recruiting manager, who will be pleased to discuss their employment opportunity with you.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

The Trust also reserves the right to close a vacancy early or withdraw an advertisement at any stage of the process, to enable internal staff requiring to be redeployed in suitable roles.

Posts may be subject to a Disclosure and Barring Service (DBS) Check and Professional Registration Check.

For more information on our Trust Employee Reward and Benefit’s Package please visit the Velindre University NHS Trust website.

 Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Job overview

Velindre University NHS Trust has an opportunity for an Archivist to join our team.  We’re looking for candidates with strong organisational skills with an ability to exercise judgement to make resilient decisions in order to care for, manage and preserve the written, electronic, photographic and oral history of the Trust wide COVID-19 pandemic response; using initiative and levels of authority agreed with the Accounting Officer. 

You will be comfortable working across the Trust undertaking robust, comprehensive, efficient, organized and confidential record and information management practices this will include, accessioning, cataloguing and indexing the records, including providing professional advice and practical assistance to the Trust. 

You will have an understanding of or experience of data protection legislation, including but not exclusive to; the Data Protection Act 2018, Freedom of Information Act 2000, Environmental Information Regulations 2004, Records Management Code of Practice issued under the Freedom of Information Act 2000 and Common Law Duty of Confidentiality.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

You will find that your duties are wide and varied, the main duties of
the job are:

  • Work autonomously and prioritise workload to ensure that all urgent matters are actioned. This will include analysing and interpreting complex facts and situations, draft responses as necessary for Executive Management Board.
  • Work within a best practice legal framework for indexing material that will support legal inquiries in the future in line with current legislation and applicable guidance
  • Play a key roles in the analysis, investigation and conduct of a qualitative assessment of all material to create a physical and digital archive appropriately indexed.
  • Produce detailed timelines (chronology) of key events and decisions to aid the organisations internal review and learning.
  • Ensure that material is held in an accessible format and advise the Trust Board on future storage requirements to ensure it continues to be accessible into the future.
  • Refer to the Government National Archives Public Inquiry Guidance ensuring that briefings for Senior Management are in line with current guidance

Working for our organisation

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and our award-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services. 

Formed in 1999, the Trust has a dedicated workforce that continuously strives to provide the key principles of prudent healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.

If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities, then Velindre University NHS Trust is the place for you.

Visit our website to find out more: https://velindre.nhs.wales/ 

Detailed job description and main responsibilities

You will be able to find a full Job Description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.

Person specification

Qualifications and/or knowledge

Essential criteria
  • Educated to degree level or equivalent relevant experience
  • Archives and Records Association of UK and Ireland post graduate diploma or able to demonstrate the equivalent level of knowledge, skills and experience.
  • Advanced knowledge of IT packages to support production of documentation, presentations, statistical data etc.
Desirable criteria
  • ECDL or equivalent IT qualification
  • Specialist knowledge of Archivist role with experience in a public sector archive office or information management and awareness of related organisations local and nationally.

Experience

Essential criteria
  • Experience of conducting research across a wide range of sources, evaluating and assessing findings and preparing related reports Experience of planning and co-ordinating meetings with internal and external participants, collating and distributing agendas, papers and transcribing formal minutes and Gold logs
  • Deal professionally with, prioritise, screen and action complex and sensitive information received from staff, patients and members of the public
Desirable criteria
  • Knowledge of NHS structures, processes and initiatives
  • Understanding of medical terminology

Values

Essential criteria
  • Shows empathy and compassion towards others – a natural disposition to put yourself in someone else’s shoes. Sees and treats others as individuals (patient, families, and colleagues) and treats people with dignity and respect.
  • Shows resilience, adaptability and flexible approach as situations arise and positivity when times are tough.
  • Shows respect for others’ views and appreciate others’ inputs and encourage colleagues to display our values.
  • Motivated to use initiative to recognise problems and seek solutions whilst understanding the importance of empowering and enabling others (patients, families, colleagues).
  • Friendly and helpful disposition, awareness of how our own and others’ behaviours impact on people’s experiences and the organisation’s reputation.
  • Willing to seek out learning, give and accept constructive feedback and committed to continuous improvement.

Other

Essential criteria
  • Evidence of continuous professional development
  • Implement and develop policies and propose changes to working practices that improve effectiveness of admin processes to support efficient service delivery by the Trust
  • Support members of the Director’s department with day-to-day queries
  • Work to ensure the office environment is managed to a highly efficient standard, ensuring full Trust and Gold Command cover between the hours of 8.30am and 5.00pm Monday – Friday, and on evenings and weekends on a flexible basis, as required
  • Liaise with colleagues to ensure temporary EPA cover, where necessary, including provision of comprehensive handover arrangements, as required
  • Organise filing systems and bring forward system, adhering to Health Board protocols regarding the Freedom of Information Act and complying with the Policy and Policies Act

Aptitude and Abilities

Essential criteria
  • Excellent organisational skills for maintaining Trust rhythm, ensuring prioritisation of and co-ordination of commitments and managing the process for collating command, control and co-ordination papers within designated timescales
  • Ability to work unsupervised when necessary
  • Ability to prioritise workload effectively
  • Interpersonal skills – proven ability to establish and enhance effective working relationships at all levels
  • Influencing and negotiating skills
  • Ability to make advanced use of Digital to facilitate e-working, proficiency in the use of Microsoft Office software including Outlook, Word, Excel and PowerPoint, databases and graphical displays
  • Communication: excellent writing and oral skills, sufficient to carry out duties with tact, diplomacy, sensitivity and empathy
  • Ability to analyse and interpret complex facts and situations where necessary
  • Efficiently undertake ad hoc projects within appropriate timescales and in line with organisational requirements
  • Ability to develop and create reports, briefing documentation and presentations, ensuring quality and accuracy
Desirable criteria
  • Ability to speak Welsh

Employer certification / accreditation badges

Apprenticeships logoMindful employer.  Being positive about mental health.Stop Smoking Wales is the NHS Smoking Cessation Service in WalesImproving working livesAge positiveDisability confident employerCore principles

Applicant requirements

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Ian Bevan
Job title
Head of Information Governance
Email address
ian.bevan@wales.nhs.uk
Telephone number
01443 622000
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