NHS FIFE RECORDS MANAGEMENT COMPETENCIES FRAMEWORK V1.0, July 2013

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1 NHS FIFE RECORDS MANAGEMENT COMPETENCIES FRAMEWORK V1.0, July 2013 Background This Framework describes the key knowledge and skills required by the Public Records Project Manager in NHS Fife and will be used as a basis for identifying training and personal development needs and assessing performance. The Profile sets out competencies in four categories: Business (i.e. NHS Scotland and NHS Fife) Technical (i.e. records management) Personal Scope and outcomes The scope and level of the competencies is based on the assumption that the Public Records Project Manager s primary role is/will be to develop and implement records management policies, procedures and guidance, and to provide advice on all record-keeping issues in NHS Fife to: help the Board and its partners meet the health needs of the people of Fife; fulfil the Board s obligations under the Public Records (Scotland) Act 2011 as set out in the NHS Fife Records Plan; support compliance with other relevant information governance legislation, regulation, standards and internal policy. Acknowledgement Content of this framework has been adapted from PDF6. Competencies Framework Higher and Further Education provided under Element 12 of the National Records of Scotland Guidance To The Form And Content Of The Model Records Plan. Page 1 of 5 prepared on behalf of NHS Fife by HJBS Ltd; July 2013

2 Category 1: Business competencies Understands the legislative environment within which NHS Scotland operates. 1.1 Business Knowledge Understands NHS Fife s role, mission, aims and objectives Understands NHS Fife s functions and activities Understands the nature of NHS Fife s relationships with its key external stakeholders Understands how records management contributes to the achievement of NHS Fife s mission, aims and objectives Can articulate effectively the benefits of good records management to NHS Fife Demonstrates understanding of the decision-making process within NHS Scotland and NHS Fife. 1.2 Business Orientation Proactively identifies opportunities to raise awareness of the relevance and importance of records management to NHS Fife s business Takes ownership of records management issues within NHS Fife and ensures their successful resolution. Page 2 of 5 prepared on behalf of NHS Fife by HJBS Ltd; July 2013

3 Category 2: Technical (Records ) competencies Understands the legal and regulatory framework for records management in the UK. 2.1 Legal & Regulatory Framework for Records Contributes to the development and implementation of NHS Fife responses to changes in legislation or regulations directly affecting the management of records Can identify records management implications of changes in other legislation or regulations affecting NHS Scotland or NHS Fife Has a sound knowledge of records management theory and practice, including current standards and recognised best practice. 2.2 Records Theory and Practice Applies and adapts records management standards and best practice effectively to meet the specific needs of NHS Fife Understands and can apply a range of records management tools and techniques Has a good knowledge of records management software applications and their use Proactively liaises and forms working relationships with colleagues in related fields within NHS Fife. 2.3 Professional Networking Liaises with records managers in other NHS Scotland institutions in order to maintain awareness of practice within the sector Has a good knowledge of other organisations records management systems and experiences, in NHS Scotland and elsewhere Shares and publicises NHS Fife s experience. Page 3 of 5 prepared on behalf of NHS Fife by HJBS Ltd; July 2013

4 2.4.1 Has good knowledge of standard desktop ICT systems. 2.4 ICT Systems Has good knowledge of key organisational ICT systems. Category 3: Personal competencies Creates a positive impression of records management within NHS Fife. 3.1 Professionalism s up-to-date with developments in records management Demonstrates personal and professional integrity Leads by example on records management practices within NHS Fife Makes appropriate use of the available means of communication. 3.2 Communication Communicates clearly, confidently and effectively both verbally and in writing, with colleagues at all levels. Can interpret a brief, and create and deliver effective presentations and training to any audience Is responsive to changing needs within NHS Fife. 3.3 Flexibility Initiates and manages change where appropriate Is results-oriented and can apply policy flexibly Works effectively in a changing environment. Page 4 of 5 prepared on behalf of NHS Fife by HJBS Ltd; July 2013

5 3.3.5 Can alter working style to suit different situations Understands and can apply a range of influencing techniques to achieve desired outcomes. 3.4 Influencing 3.5 Teamworking Can generate interest and enthusiasm in others Recognises the necessity of working with colleagues across functions to achieve effective results Understands own and others roles within cross-functional teams, and willingly undertakes different team roles. Proactively supports other team members and pursues team targets. Category 4: competencies 4.1 Planning and Performance 4.2 Project Develops sound business plans to achieve aims and objectives Manages the successful achievement of targets within budgets Understands and can apply a range of project management techniques Can plan and manage complex or multiple projects to complete within time, cost and quality targets Can create, develop and manage effective project teams. Page 5 of 5 prepared on behalf of NHS Fife by HJBS Ltd; July 2013