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Job summary

Main area
Admin
Grade
Band 2
Contract
6 months (fixed term)
Hours
  • Full time
  • Part time
37.5 hours per week (Flexible working)
Job ref
275-1125-HRC
Employer
Medway NHS Foundation Trust
Employer type
NHS
Site
Medway NHS Foundation Trust Dual site/ Stirling park
Town
Gillingham
Salary
£24,465 per annum/ pro rata
Salary period
Yearly
Closing
03/12/2025 23:59

Employer heading

Medway NHS Foundation Trust logo

Health Records Clerk

Band 2

Do you have the ambition and vision to deliver the Best of Care by the Best People?

Here at Medway, we pride ourselves on working together as one to ensure that our shared vision of Better, Best, Brilliant is achieved

Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust, we are able to give our employees flexibility on where, when and the hours they work.

Our culture and values are what drives Medway NHS Foundation Trust and is the heartbeat of who we are as an organisation. It is important that you understand and to refer to our values when you are completing your application and always reflect our values throughout your employment with the Trust.

Job overview

Job Title: Health Records Clerk

Division: Perioperative & Critical Care

Care Group: Corporate

Band: 2

We are recruiting for a Medical Records Clerk, who shares our ambition and vision to deliver the Best of Care by the Best People and has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.

Main duties of the job

Here at Medway, we pride ourselves on working together as one to ensure that our shared vision of Better, Best, Brilliant is achieved.  Our culture and values are what drives the Trust and is the heartbeat of who we are as an organisation.

Our Trust is a great choice for people who want to develop their career in an ambitious environment.

The NHS are striving towards “we work flexibly” as a workforce, we want to ensure that you can work in a way that is best for us, our patients, and importantly for you. We offer many flexible working opportunities, speak to us about how we might be able to accommodate a flexible working arrangement for you and if it works for the service, we will do our best to make it work for you.

All of our substantive & fixed term employees can enjoy a range of staff benefits, a gym, an active health and wellbeing programme, an on-site nursery and a cycle to work scheme.

We are taking positive action to ensure that we can attract, recruit and retain the best talent and would welcome more applicants from under – represented groups to support the Trusts commitment to a diverse, inclusive and an employer of choice workforce.

All staff at Medway comply the Trust’s and the Kent and Medway Safeguarding Board’s policies on safeguarding children, young people and vulnerable adults.

Working for our organisation

Our Vision and Values

All staff must commit to our Vision and Values and exhibit behaviours in line with our new Values.

Bold                                                   We are inspiring and ambitious

Every Person Counts                   We are respectful and supportive

Sharing and Open                          We are open and speak up

Together                                           We are inclusive and responsible 

Our Trust is a great choice for people who want to develop their career in an ambitious environment. Our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families.

We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.

Detailed job description and main responsibilities

Safe and accountable storage of patients’ health records in our off site facility at Stirling Park and in the Deceased Library Area 

Coordination of missing notes to deliver to various services throughout the Trust

Collection of notes from wards to amalgamate with originals

Prep notes for Outpatient clinics to ensure updated demographic information and referral letters are in patients’ notes

Repairs and maintenance of all health records

Culling and destruction of health records according to the NHS guidelines

Distribution and management of the delivery of notes throughout the Trust via Transit Area at Medway.

Effective and efficient coordination of the delivery of notes between both sites.

Digital Health Records Clerk (Scanning Team) - Collection, preparation, scanning and quality checking of patient notes. Requires attention to detail, strong computer skills, ability to consistently work at fast pace whilst maintaining quality. Manual handling of multiple notes folders from the whole site and within medical records department. 

Collection of notes from wards to amalgamate with originals

Tracking of all notes to record appropriate location at any given time within the department and to where the notes are being sent/ allocated.

Person specification

Qualifications

Essential criteria
  • Good General Education to O’ Level or equivalent.

Experience

Essential criteria
  • Has the ability to adapt to challenging and changing situations/demands and able to support colleagues through stressful situations, including flexibility to provide cover
  • Admin / office experience · Must be interested in providing a quality service to support excellent patient care and experience

Knowledge

Essential criteria
  • Must understand and comply with Data Protection Act and maintain confidentiality at all times
  • Must be interested in providing a quality service to support good patient care and experience

Skills

Essential criteria
  • Good communication skills – written and verbal
  • Customer care skills
  • Computer literate, in particular use of MS windows and Outlook
  • Excellent interpersonal skills
  • Ability to work on own initiative and to work within a team
  • Good working knowledge of Oasis system
  • Strong sense of commitment to openness, honesty and integrity in undertaking the role

Employer certification / accreditation badges

No smoking policyPositive about disabled peopleAge positiveDefence Employer Recognition Scheme (ERS) - BronzeDefence Employer Recognition Scheme (ERS) - SilverDisability confident employerNHS Rainbow badgeStep into health

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Please note this vacancy may close early if the number of applications is met.

Documents to download

Apply online now

Further details / informal visits contact

Name
Vanessa Goodman
Job title
HEALTH RECORDS OPERATIONS MANAGER
Email address
[email protected]
Telephone number
01634 975446
Additional information

Please state which area you are interested in in your application :

  • STORES STIRLING PARK
  • DIGITAL LIBRARY
  • PREP/TRANSIT 
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