Job vacancy: Prepping Clerk, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Administration
Grade: NHS AfC: Band 2
Contract: 12 months (Fixed term contract)
Hours: Part time - 30 hours per week (Mon-Fri 08.30 - 16.30 (to include one day off))
Job ref: 216-EG-DD7664691

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: UHP NHS Trust
Town: Plymouth
Salary: £24,169 £24,169 Per Annum, Pro Rata
Salary period: Yearly
Closing: 05/01/2026 23:59

Prepping Clerk

NHS AfC: Band 2

Detailed job description and main responsibilities

To print an up to date clinic attendance list prior to preparing clinic.

To request the allocated clinic case notes from Central Records Library.

To manually raise any new folders for patients without notes and trace on iPM.

To prepare case notes for allocated specialty clinics.

To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.

Once received organising contents of the patient case notes to comply with the Trust standard filing format.

To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

To ensure that the correct chapter card relating to the current appointment is inserted into the patient case notes.

To ensure that relevant paperwork is inserted into the patient case notes prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway.

To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.

To have a knowledge and understanding of the APN’s (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference).

To ensure that iPM is kept up to date with the movement of patient case notes both into and out of the department.

To ensure that any loose filing is placed in the appropriate section of the patient case notes and to repairs are made to any damaged case notes.

To split any oversized case note.

To achieve 100% of case note availability for all clinics.

To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Person specification

Knowledge and Experience

Essential criteria

Demonstrable experience working with PC’s and Microsoft applications
Demonstrable clerical experience
Demonstrable experience of managing own workload and working to strict deadlines

Desirable criteria

Proven knowledge of a range of patient management and Health Records/Case note Procedures

Aptitude and Abilities

Essential criteria

Excellent communication/interpersonal skills
Accuracy and attention to detail
Good organisational skills/prioritise workload

Disposition / Attitude / Motivation

Essential criteria

Self-motivated and work on own initiative
Enthusiastic and responsive to new demands
Willing to learn new skills and welcome change

Qualifications

Essential criteria

GCSE grade A-C in Maths & English
NVQ Level 2 in Business Administration or equivalent demonstrable experience

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.