Health Records Senior Supervisor, Band 4
The closing date is 02 June 2026
An exciting development opportunity has arisen to join our friendly Health Records team within Gloucestershire Hospitals NHS Foundation Trust. We are looking for a motivated team player who wants to make a difference in support of patient care.
You will need to be able to supervise and help lead the team on a day to day basis working with the assistant health records manager to ensure department processes are followed. This is a physical and fast paced job often working to tight deadlines in support of patient care, where you and the team will be handling patients' health records, negotiating their return from other departments as well as updating their location on the dedicated records tracking system.
The successful candidate will be motivated to positively impact the leadership of the team and in turn patient care by ensuring records are available when and where they are required.
Main duties of the job
The main duties of the post include assisting in the day to day running of the health records team, coordinating cover across site. The post holder is required to divide their time working between the two sites, providing supervisor cover and support for each department on different days of the working week and establishing working relationships across both teams.
The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.
The Health Records team routine hours are 08:00 to 20:00, Monday to Sunday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota.
The post holder will be required to work 08:30am – 16:30pm Mon – Fri.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on‑site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job responsibilities
To assist in managing the Health Records service team and to perform health record management duties. Contribute to the provision of a full, confidential health records service, supporting patient care, achieving departmental targets and ensuring compliance with Health Records Operational Policy, UK GDPR and the Data Protection Act 2018.
Assist in managing the health records department by allocating workload, rostering staff to ensure adequate skill mix and maintaining internal records management processes.
Contribute to processes to ensure effective use of offsite storage.
Participate in and troubleshoot, scanning and document uploading processes used in the transition between paper and electronic document management.
Assist in managing the process of storage and records retention review and where appropriate destruction of maternity, deceased patient and live Health Records.
Action Clinician to Clinician requests for patient information to aid patient care, recognising where sharing is appropriate and when escalation to records management or Information Governance team is required.
Trust wide super user and database trainer for offsite health records storage.
Attend Digital Systems User Group as required and Health Records Operational group meetings, giving representation of staff at all levels.
Implement procedures set by others and train staff with these procedures ensuring that follow‑up training and support is provided.
Investigate and respond to Datix incidents regarding Health Records.
Work across site to provide support for both Health Records libraries and trust wide processes.
Undertake appraisals for Band 2/3 members of staff.
Advise / Support all key workers (e.g. manual handling).
Person Specification
Qualifications
* Educated to GCE/GCSE standard English and Maths or equivalent.
* NVQ level 4 or equivalent experience.
Experience
* Confidence in using basic Windows based IT applications.
* Experience in staff management.
* Experience of planning and organising own workload.
* Previous experience working in an environment where confidentiality and information security must be maintained.
* Previous experience of working within Health Records Management.
Knowledge / Skills
* Ability to work well as part of a team and support other members of the team.
* Excellent interpersonal and communication skills.
* Ability to work flexibly, calmly, quickly and accurately under pressure.
* Good time management skills including ability to work to set deadlines.
* Knowledge of trusts patient systems (including TrakCare).
* Ability to support staff in a changing work environment.
* Knowledge of Health Records policy, procedures, standards and legislation.
* Knowledge of the trusts Human Resources policy and procedures.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Gloucestershire Hospitals NHS Foundation Trust
£28,392 to £31,157 a year (pa, pro rata if part‑time)
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