Main area Administration Grade Band 2 Contract 20 months (Fixed term end date 28th February 2028). Hours Full time – 37.5 hours per week (Monday till Friday 8:00 till 16:00). Job ref 205-7945463-A.
Employer University Hospitals of North Midlands NHS Trust. Employer type: NHS. Site: Royal Stoke Town, Stoke‑On‑Trent. Salary: £25,272 per annum. Closing date: 23/06/2026 23:59.
Band 2
Job overview
At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
The Health Records Clerk provides essential clerical and administrative support to the Health Records function, contributing to the effective delivery of patient care by ensuring that patient information is accurately processed, scanned, and made available to clinical teams when required.
The post holder will carry out a range of routine but important tasks, including preparation, scanning, indexing, filing, tracking, storage of patient health records in both paper and electronic formats. A significant part of the role involves scanning clinical documentation onto the electronic patient record system, ensuring documents are complete, correctly labelled, and of an acceptable quality in line with local procedures.
Main duties of the job
The post holder must handle confidential and sensitive information and adhere to data protection legislation, confidentiality requirements, and organisational standards at all times.
* Prepare patient health records for scanning in accordance with local procedures, including sorting, removing staples, and checking documentation is complete.
* Scan, index, and upload patient documentation to the electronic patient record system accurately and in a timely manner.
* Carry out basic quality checks on scanned documents to ensure clarity, correct patient details, and accurate document type allocation.
* File, retrieve, track, and store paper health records using electronic tracking systems.
* Respond to routine requests for patient records from wards, clinics, and departments, escalating issues as required.
* Assist with the archiving, retention, and disposal of records in line with retention schedules and Trust policies.
* Maintain confidentiality and security of patient information at all times, adhering to Data Protection legislation.
* Follow clear instructions, standard operating procedures, use basic IT systems and office equipment, including scanners, computers, and tracking systems.
* Highlight missing, misfiled, or damaged records to the appropriate supervisor.
* Maintain a tidy and safe working environment in line with health and safety requirements.
Working for our organisation
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke‑on‑Trent and County Hospital in Stafford, we are proud to serve around three million people and are highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All our employees make a valuable contribution regardless of role and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM creates and encourages a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected.
Detailed job description and main responsibilities
Working under supervision and following established policies and protocols, the Health Records Clerk will support clinics, wards, and departments by responding to requests for records, maintaining accurate tracking systems, and assisting with the movement, retrieval, and archiving of patient notes. The role requires attention to detail, the ability to follow instructions, and the capacity to work reliably in a busy healthcare environment.
Scanning tasks
* Receive documents into the department for scanning.
* Prepare the information to the specified standard operating procedure.
* Ensure information is scanned to the specified quality, using the data capture software and Electronic Document Management System, raising issues as necessary to the line manager.
* Undertake quality checks of scanned images.
* Frequent periods of sitting using the PC and scanning equipment.
* Frequent periods of concentration to ensure information is scanned appropriately, to the correct record, and to the required quality.
* Use of health records trolleys containing records may require pushing of trolleys.
Library tasks
* Work within the Health Records library responding to electronic requests for previous case notes.
* Respond to telephone calls to the department.
* Generate new case note volumes for future inpatient activity.
* Participate in the retention and destruction programme for health records, identifying those records that meet the Code of Practice for Records Management’s minimum retention period.
* Respond to calls to the department for urgent requests for case notes.
* Use the case note tracking system to ensure all medical records are tracked to the correct location.
* File records returned to the library using the case note tracking system and mobile devices to file to the appropriate shelf.
* Utilise the online system for requesting return of records stored with the off‑site storage bureau.
* Frequent periods of standing, lifting, sorting, and handling of case records.
* Frequent use of health records trolleys containing records may require pushing and pulling.
* Frequent use of the computer or handheld devices to track records.
Person specification
Education and Qualifications
* Minimum of 3 GCSEs or equivalent including Maths and English (4).
* Basic Computer/IT qualification or relevant experience to demonstrate computer literacy (4).
Experience
* Working in a demanding environment to meet tight deadlines (4).
* Working within an administrative role and customer service environment (4).
* Previous experience of working with an Electronic Document Management system (3).
* Previous experience of working within a Health Records environment (2).
* Previous experience of using the Trust's Patient Administration system (3).
* Previous experience of using the Trust's Electronic Casenote Tracking System (3).
Skills, Ability and Knowledge
* Sound knowledge of GDPR (4).
* Sound knowledge of Subject Access requests/Access to Health Records (4).
* Ability to manage own workload (4).
* Ability to develop and maintain a good working relationship with colleagues (5).
* Excellent communication skills (5).
Personal Qualities
* Patient focused (5).
* Reliable and punctual (5).
* Ability to work to defined protocols and seek advice where appropriate (5).
* Have a flexible and "can do" approach (5).
We are committed to equality of opportunity and welcome applications from everyone regardless of ethnicity, disability, gender, age, faith or sexual orientation. Appointment will be based on merit alone.
Visa eligibility notice
Visa eligibility notice:
The UK Home Office has imposed an emergency brake on specific visa routes.
* Skilled Worker visas cannot currently be issued to Afghan nationals.
* Study visas cannot currently be issued to nationals of Afghanistan, Cameroon, Myanmar or Sudan. As a result, we are unable to progress applications requiring sponsorship under these routes.
AI usage policy
UHNM supports the responsible use of Artificial Intelligence (AI) to assist in preparing your supporting statement. However, we reserve the right to reject applications where AI has been used in a misleading manner, for example, by implying experience or understanding that the applicant does not possess or where its use is excessive or unfair. If AI has been used to support your application, you must declare this within your submission.
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