Main area Soft Facilities Management Grade Band 2 Contract Permanent Hours Part time - 15 hours per week (Flexible) Job ref 342-EFM22-0326
Employer Avon and Wiltshire Mental Health Partnership NHS Trust Employer type NHS Site Green Lane Hospital Town Devizes Salary £24,465 per annum, pro rata, pay award pending Salary period Yearly Closing 01/04/2026 23:59
Band 2 Health & Social Care Records Filing Clerk - Devizes
Band 2
Job overview
Our Filing Clerk's primary purpose will be to assist in the development of an effective and efficient Health & Social Care Records service. To undertake accurate filing and maintenance of records, ensuring their timely archiving and maintaining systems to support these aims. We will be developing and progressing with some scanning of the records and this person will play a vital role in making sure data is scanned correctly. Some basic spread sheet work will be required, but training will be given.
Come and join us and help to keep our patient data safe and confidential.
Main duties of the job
Some of our records can be quite large due to the environment we work in and also the fact that some of our service users will have accessed services for a long time. This does mean the record is very detailed and we need someone methodical and organised when looking at the filing of papers to the correct record / scanning.
We need someone who is a good team player, willing to help keep the team organised and making sure archives are accessible with good housekeeping and records are traced and tracked to enable immediate retrieval.
This person will also help with destruction of records and will need to have an eye for detail in making sure the correct record is confidentially destroyed.
Working for our organisation
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Detailed job description and main responsibilities
* To help maintain a filing system enabling records to be retrieved by colleagues appropriately and to also help with the overall organisation of the files when required.
* To receive and trace incoming records for the Health and Social Care Records Team (Records and SAR Team = Health and Social Care Records Team) and help with the incoming filing of records in alphabetical order to archive.
* To locate, retrieve and chase up files for the SAR Team.
* To work with the Health Records Team to locate missing or misfiled records / or filing projects as agreed with the Administrator.
* Ability to learn and operate the Trust computerised record system; ensuring current procedures are carried out for the tracing in of records from other areas around the Trust.
* Ability to operate general office equipment (photocopier etc.)
* Ability to learn and file reports, correspondence and other documentation as necessary within the relevant record folder.
* To comply with policies and procedures as laid down both by the Trust and locally within the Department.
* To adhere to health and safety / manual handling procedures with regard to loading/unloading of the records trolley and pushing and pulling of this piece of equipment and also when going up and down ladders.
* Ability to handle multiple tasks and deadlines with attention to detail.
* To assist the Health and Social Care Records Team on a daily basis.
* To be organised and work as part of the Health and Social Care Records Service ensuring together that service goals are met in a timely manner.
* Any other duties compatible with the grade and on discussion with the Facilities Service Manager.
Person specification
* A good standard of Education. Minimum 3 GCSE’s or equivalent.
* Computer Literate
* Knowledge of filing systems
* Knowledge of the Data Protection Act 2018 and GDPR
* Good Organisational Skills
* Ability to work on own initiative
* A good team player
* Methodical
* Pays attention to detail
* Flexible
* Empathy for individuals who have experienced mental health problems and ability to cope with behavior which may be challenging at times.
* Knowledge of Mental Health Records.
* Minimum of one year’s health record experience
We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with ‘lived-experience’ of mental health conditions and people living with disabilities,– we are a ‘Disability Confident Employer’ offering a guaranteed interview to Disabled applicants who meet the essential criteria. This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.
Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.
Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system ‘TRAC’. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.
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Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
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