Job Summary
Disclosure Section manage the release of copy health records to authorised individuals and agencies under the provisions of the General Data Protection Regulations 2018 and Access to Health Records Act 1990.
We are looking for a friendly, adaptable and flexible individual to join the section. Ideally you should be a self starter with a methodical approach, good attention to detail and an ability to organise your own workload.
Main duties of the job
* To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.
* Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.
* To ensure the confidentiality of information contained in patient records is maintained at all times.
About Us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead. Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients. We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region. Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronym ICORE; Innovation, Care, Openness, Respect, Engagement. We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women\'s Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks. The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Details
Date posted: 05 February 2026
Pay scheme: Agenda for change
Band: Band 2
Salary: £24,465 a year pro rata
Contract: Permanent
Working pattern: Part-time, Flexible working
Reference number: 297-7195312-B
Job locations
Queen Elizabeth Hospital, Sheriff Hill, Gateshead, NE9 6SX
Job Description
Job responsibilities
Job title: Disclosure Assistant / Copier Clerk
Grade: Agenda for Change Band 2
Responsible to: Disclosure Officers
Accountable to: Health Records Manager/Deputy
Hours of Employment: 27
Contract Type: Permanent
Individual and Team Role: You will be a generic Health Records Officer; training will be provided to fulfil duties in all areas of health records work. This role allows for transfer between sections as needed to support service continuity.
Overview: In support of good quality patient care, you will provide an efficient and effective service across the full range of duties and work as part of a team to continually improve service quality.
Working Relationships
Disclosure Section, Clinical Secretaries, All Health Records Staff, iPhotocopier Company
Training required
Trust and Departmental Induction, Fire Training, Manual Handling, Health & Safety, and any training courses relevant to the job.
Description Of Duties & Responsibilities
* To support the Disclosure Officers in the provision of an efficient and effective service
* To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy
* To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies
* Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy
* Raise any concerns regarding data quality to the Disclosure Officers and, after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures
* Count copies and ensure quality checks are undertaken on photocopies / re-prints produced, as both original and copies are legal documents
* Ensure original paper copies are re-filed in the correct order within the patients health records, creating replacement folders as necessary where the old folders are damaged and worn
* Identify patients on the Trust\'s PAS by locating their hospital or other numbers on that system
* Retrieve and return health records to correct location using the tracking system
* To ensure the confidentiality of information contained in patient records is maintained at all times
* Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to health and safety policies and procedures
* Liaise with Photocopier Company / IT regarding stock levels, replacement parts and maintenance issues
* Attend mandatory, statutory and relevant training sessions; participate in Annual Appraisals / Developmental reviews; follow all Trust and Departmental Policies, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies
* Undertake other duties as required by the Health Records Manager or Deputy
* Induction will identify duties; you must keep updated on policy/procedure changes
* Note: This job description may be revised as the Hospital develops; amendments will be discussed with the post holder
Health Records Department
The Health Records department provides outreach clinical support services across the Trust, including Health Records Library, Clinic Preparation Section, Accident & Emergency Reception, and Disclosure Of Information Section (handling disclosures under GDPR 2018 and the Access to Health Records Act 1990 to various authorised parties).
Person Specification
Essential
* Attention to detail. Good standard of education
* Ability to work to tight deadlines
* Keyboard skills and knowledge of general IT packages
* Communicate effectively with people at all levels by telephone and in person
* Work without direct supervision
* Flexible approach to working
Desirable
* Relevant qualifications
* Relevant experience
* Understanding of Confidentiality
* Experience of working with large filing systems
* Working under pressure
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure to the DBS is required to check for prior convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship are welcome and will be considered. For more information visit the UK Visas and Immigration website. From 6 April 2017, skilled worker applicants for entry clearance must present a criminal record certificate from each country resided in for 12 months or more in the past 10 years. Guidance can be found on the Criminal records checks for overseas applicants page.
Additional information
Employer details: Gateshead Health NHS Foundation Trust, Queen Elizabeth Hospital, Sheriff Hill, Gateshead, NE9 6SX. Employer website: https://www.qegateshead.nhs.uk
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