WW6106 - Manager Records - (Full-time) - Children's Health Queensland Hospital and Health Services, South Brisbane, QLD

The position of Manager Records is:

Responsible for managing and coordinating both the medical records and corporate record services within the Hospital which includes paper-based, scanned and electronic records. This position is also responsible for managing clinical forms, the Community Health Information Manager and Transcription Services.

Your Application
Please provide the following information for the Selection Panel to assess your suitability:

1. A written response of no more than 2 pages addressing your ability to meet the requirements of the role listed under ‘How will you be assessed?’ and within the context of the ‘role and responsibilities’.

2. Your current CV or resume, including two referees that can attest to your performance and conduct in the workplace. Referees should have a thorough knowledge of your capabilities, work performance and conduct within the previous two years, and it is preferable to include your current/immediate/past supervisor. By providing the names and contact details of your referee/s you consent for these people to be contacted by the selection panel. If you do not wish for a referee to be contacted, please indicate this on your resume and contact the selection panel chair to discuss

Responsibilities / Duties: 

You will fulfil the accountabilities of this role in accordance with the CHQ HHS core values and as outlined below.

  • Organise, coordinate and manage all aspects of the Medical Records department in conjunction with the senior management team in a professional manner. This includes the medical record scanning system, secondary storage areas and implementing the department’s business rules throughout the HHS.
  • Supervise and manage a variety of staff including administrative staff within Medical Records, Manager Clinical Forms, Community Health Information Manager and Transcriptionists in line with quality human resource management practices.
  • The Manager Records is the central point of contact of communication for hospital staff and responds to queries and complaints relating to medical record scanning including consultation with relevant staff and managers as required.
  • Oversee the functions associated with Corporate Record Governance. This includes implementation of an electronic Document Record Management system throughout CHQHHS.
  • Preparation of rosters, recruitment and selection, management of workloads, training, development and mentoring, performance planning and review, and ensuring duties are completed efficiently and within timeframes.
  • Provide high level technical expertise, support and administrative management of the integrated electronic Medical Record (ieMR).
  • Establish, manage and improve processes for data quality and monitoring of the ieMR. Coordinate planned and unplanned down-time, testing and upgrades to support quality control and data integrity of the ieMR.
  • Maintain a sound understanding of relevant standards, technical processes, policies and practices in relation to ieMR and ensure that practices within the HHS are consistent with the same.
  • Design, implement and conduct auditing activities including the completion of monthly key performance indicators for the medical records scanning process.
  • Review all procedures in area of responsibility, including preparation and updating of manuals with regard to the medical record service.
  • Resolve day to day operational issues regarding administrative procedures for the department and staff within the team.
  • Review departmental work practices and business rules by maintaining high professional work standards and seeking ways for ongoing improvement.
  • Preparation and submission of Monthly Activity Collection statistics to corporate office.
  • Manage and undertake specific administration projects as directed.
  • Undertake research and participate in projects, agreements, plans and data collection/analysis as required.
  • Exercise judgement when necessary to solve elementary problems in situations where precedents have not been set and procedures not defined.
  • Provide ethical decision making in the achievement of organisational goals
  • Develop a positive culture which encourages and recognises high performance, builds leadership capabilities and supports staff to maximise their health and wellbeing.
  • Other duties as delegated by line manager


Essentialselection criteria
You will be assessed on your ability to demonstrate the following key attributes against our values. Within the context of the ‘Your Role and Responsibilities’ described above, the ideal applicant will be able to demonstrate the following:

  • Proven ability and experience in effectively managing and prioritising the administrative functions and associated activities for a busy and complex unit including the ability to initiate, determine and follow-up priorities within mandated and tight deadlines.
  • Demonstrated high level interpersonal and written communication skills which reflect the ability to liaise effectively, diplomatically and discretely with all elements, at all levels, of the HHS, Queensland Health, other government and non-government agencies, community organisations and members of the public.
  • Proven ability to utilise a high degree of initiative, decision making skills and negotiation skills and reliability in operating independently with minimal guidance and direction.
  • Advanced knowledge and demonstrated proficiency in contemporary computer software applications, including Microsoft Office, Calendar Applications (such as Outlook) and internet Applications. Advanced knowledge of, or ability to rapidly acquire knowledge of, Queensland Health computer software applications such as HBCIS.


Deborah Jeffers
Director – Health Information Services
Telephone: (07) 3068 5741
Email: Deborah.Jeffers@health.qld.gov.au

Reference Number: 


Applications Close On: 
28 August 2017