Job overview
You will need to be accurate and numerate and used to achieving and sustaining deadlines; whilst working with minimum supervision. This is a clerical job working within a warehouse environment preparing Health Records for outpatient appointments throughout the Trust which does involve the lifting of boxes containing medical case notes.
Being able to follow strict Health Record guidelines is an important element to the job, as is adhering to Trust wide policies and procedures.
An appreciation of the importance of confidentiality is paramount in this department due to the high level of patient information that is stored.
If you are hardworking, have the ability to work to a high standard, are flexible and a good team player, then we would like to hear from you.
Medical Records has several Teams which all work together for the delivery of the Service.
Main duties of the job
Briefly the roles include creating, locating, and retrieving case notes from all areas of the Trust. Dispatching notes on request for clinics and assessments fully prepped and in a timely and effective manner.
Tracking and scanning all case notes returned to the department and patient documentation within the casenote whenever necessary. Contributing to the reputation of the Health Records Library by answering the telephone in a friendly and pleasant manner and maintaining University Sussex Hospitals NHS Foundation Trust is looking to recruit a Health Record Clerks to work in our Health Records Departments based at Brighton and Princess Royal Hospital Haywards Heath.
The role involves pulling, prepping, filing, tracking, culling, archiving, scanning and sourcing missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.
You will interact with administrative and clinical staff at PRH and RSCH and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.
This role involves covering areas with shortfalls across the Trust.
You may be asked to work in any part of the Medical Records Depts across the site you are assigned to. You would not routinely be asked to move between major towns, but we may request this from time to time.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Candidate information pack - University Hospitals Sussex NHS Foundation Trust
Detailed job description and main responsibilities
There are various teams with different roles within the Dept that together facilitate the smooth running of the Heath Records Library Services to the University Hospitals Sussex NHS Foundation Trust. As an extension of the Central Library its function is to provide delivery and secure storage for casenotes to be used by Clinical Staff in the delivery of patient care.
Briefly the roles include creating, locating, and retrieving case notes from all areas of the Trust. Dispatching notes on request for clinics and assessments fully prepped and in a timely and effective manner.
Tracking and re-filing all case notes returned to the department and patient documentation within the casenote whenever necessary. Contributing to the reputation of the Health Records Library by answering the telephone in a friendly and pleasant manner and maintaining University Sussex Hospitals NHS Foundation Trust is looking to recruit a Health Record Clerks to work in our Health Records Departments based at Brighton and Princess Royal Hospital Haywards Heath.
The role involves pulling, prepping, filing, tracking, culling, archiving and sourcing missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.
You will interact with administrative and clinical staff at PRH and RSCH and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.
This role involves covering areas with shortfalls across the Trust.
You may be asked to work in any part of the Medical Records Depts across the site you are assigned to. You would not routinely be asked to move between major towns, but we may request this from time to time.
Person specification
Experience/Qualifications
Essential criteria
1. Administrative experience
2. GCSE or equivalent in English and Maths grade 'C' or above
3. Familiar with computer systems
4. Knowledge of data input and use of database
5. Keyboard skills
6. Clerical Experience
Desirable criteria
7. Previous Health Records experience
8. NVQ level 3, or equivalent experience
9. Knowledge of the GDPR and Data Protection Act
Skills
Essential criteria
10. Experience of working with Microsoft programmes
11. Previous admin/clerical experience
12. Accuracy and an eye for detail
13. Excellent organisational skills
Desirable criteria
14. Keyboard skills
15. Experience of working with CareFlow
People Management and Development
Essential criteria
16. Excellent communication skills both written and verbal
Specific Requirements
Essential criteria
17. Able to lift/move heavy bundles of casenotes
18. Able to work in difficult environments
Desirable criteria
19. Willingness to cover areas across Health Records during shortfalls
Equality, Diversity & Inclusion
Essential criteria
20. Evidence of having championed diversity in previous roles (as appropriate to role
21. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications