Administrative Clerk – Health Records Library
An exciting opportunity has arisen for an aspiring health‑records professional to join the Health Records Library team at The Christie NHS Foundation Trust, Manchester.
Overview
The successful candidate will receive comprehensive training, developing professional skills to support NHS patients. The role requires availability of 15 hours over two days (Monday and Friday), flexibly between 08:00 and 17:00.
Key responsibilities will support the efficient running of Access to Health Records Library services, ensuring compliance with Caldecott guidance, data protection, and Trust policies whilst facilitating the secure storage and transmission of Health Records.
Responsibilities
* Reception & Visitor Management – Greet visitors at The Christie Oak Road reception.
* Case Note Retrieval & Filing – Retrieve outside notes, films, reports; file loose reports, letters and results into appropriate sections; maintain individual case notes; manage filing systems and secure storage.
* Email & Correspondence Management – Monitor the Health Records email inbox from internal staff and act on emails; collate, disseminate and track correspondence in Careflow and CWP.
* Patient Interaction – Communicate with patients who may be anxious, angry or upset; signpost and direct patients to correct departments; call patients regarding appointments; annotate case notes where necessary.
* Support for Staff & Interpretation Service – Assist staff retrieving notes and guide them to correct locations; cover other posts such as the patient interpretation service; book interpreters through the online portal system.
* Administrative Support – Support all administration staff during peak workloads; respond positively to frequent interruptions; work as part of a team; provide induction/ support to new post holders; demonstrate workplace routines to less experienced staff.
* Liaison & Communication Skills – Liaise with other departments, hospitals, agencies; manage telephone enquiries; ensure confidential handling of information.
* Data Management & Systems – Update patient administration systems with changes (address, death, etc.); use Careflow to merge duplicate records; analyst relevant patient data on web portals.
* Physical and Procedural Tasks – Update case notes tracking system; arrange porter transport via Tele tracking system; file skinny notes; maintain the library, move files to storage, and keep shelving tidy.
* Policy & Service Development – Follow all relevant policy legislation; collaborate with colleagues to ensure policy adherence; manage diversity, equal access and equal opportunities.
* Freedom to Act – Follow protocols, SOPs and standard practice; plan and organise own time; work collaboratively to comply with legislative requirements; consult administrative manager when needed.
Qualifications & Skills
* Effective communication, empathy and exemplary interpersonal skills.
* Strong organisational and time‑management abilities.
* Experience with IT and administrative systems, including Careflow, CWP and the Interpreter Portal.
* Knowledge of Caldecott guidance, NHS data protection requirements and outpatient clinic processes.
* Capacity to manage interruptions, prioritise tasks and adapt to change.
* Commitment to professional development and training participation.
Application Information
Applicants will be considered for sponsorship based on current government guidance. All required pre‑employment checks will be carried out, including:
* Identity verification – DBS / criminal record check
* Professional registration / qualification check
* Occupational health assessment
* Employment history & reference validation (including HMRC employment history for the last three years)
* Occupational health assessment (if required)
If, after the closing date, you have not heard from us within four weeks, we regret that on this occasion your application will have been unsuccessful.
Equal Opportunities Statement
The Christie NHS Foundation Trust recognises the potential of a diverse workforce and operates a no‑smoking policy. We encourage applications from people of all backgrounds, particularly from Black, Asian and other ethnic minority groups and individuals with disabilities. The trust is committed to creating an inclusive and balanced workforce, tackling inequality and upholding the highest ethical standards, including a zero‑tolerance approach to modern slavery.
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