Job summary
- Main area
- Administrative and Clerical
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 22 hours per week
- Job ref
- 214-CSTO-7675063
- Employer
- Sherwood Forest Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Newark Hospital
- Town
- Newark
- Salary
- £25,760 - £27,476 per annum pro rata
- Salary period
- Yearly
- Closing
- 21/06/2026 23:59
Employer heading
Medical Records Supervisor
NHS AfC: Band 3
Thank you for your interest in this role, we would be delighted to welcome you to Sherwood Forest Hospitals.
Sherwood is nationally recognised as being an excellent place to work and deliver care. We are rightly proud of the 5,500 colleagues who work here and know that happy colleagues deliver better care.
Our teams work in a supportive, inclusive environment, which nurtures wellbeing and has opportunities for development and progression. We do not just care for our patients, we also care for you.
At Sherwood Forest Hospitals, we are committed to fostering a diverse and inclusive workplace. As such, we particularly welcome applications from people who identify as Black, Asian, Minority Ethnic, or Disabled. We believe that a diverse team better represents the communities we serve and brings a wealth of perspectives and experiences to our work.
Job overview
An excellent opportunity has arisen to join the Patient Services Team at Newark Hospital, supporting the supervision of staff within the Case Note Store and Clinic Prep areas.
This role offers valuable experience for anyone looking to progress within patient administration and develop strong supervisory skills. Working closely with the Associate Outpatient Clinic Reception and Medical Records Manager, and supported by a Medical Records Supervisor, you will help ensure that well‑prepared case notes are available for all outpatient attendances and emergency admissions.
Key responsibilities include the day‑to‑day supervision of staff, ensuring teams are supported in locating, preparing, and providing case notes efficiently. You will assist with recruitment and selection, oversee induction and training in collaboration with departmental trainers, and manage sickness reporting and return‑to‑work interviews. You will also prepare and adjust staff rotas to maintain service continuity. In the absence of the Associate Manager, you will provide support to the Clinic Reception Team and help maintain smooth operational flow across both areas.
This part‑time role is based primarily within Medical Records, with the expectation of cross‑covering Outpatients during periods of leave. Strong communication, organisational skills, and the ability to motivate staff are essential to meeting service requirements and ensuring high‑quality patient support.
Apply now to join our team!
Main duties of the job
To understand the role in more detail, please refer to the attached job description and person specification.
Working for our organisation
We are an award-winning NHS Foundation Trust working alongside health and social care colleagues across the county to provide acute and community healthcare services to more than 420,000 people across Mansfield, Ashfield, Newark and Sherwood, and parts of Derbyshire and Lincolnshire.
We put the patient at the heart of everything that we do and it is our aim to make sure that every patient is treated as we would want a member of our own family to be treated. At the same time, we expect our staff to be caring, kind and courteous to each other and to look out for each other. We believe that we are truly a clinically-led organisation.
We are proud that our Trust colleagues have voted us the best acute Trust to work for in the East Midlands for seven years running in the National NHS Staff Survey, while the Care Quality Commission has rated our Trust as ‘outstanding’ for care and our King’s Mill Hospital as the only ‘outstanding’ NHS-run hospital in the East Midlands.
Not all of our roles are eligible for visa sponsorship. To find out which roles are eligible, please refer to the shortage occupation list found here:
Skilled Worker visa: eligible healthcare and education jobs - GOV.UK
Home Office guidance has changed as of 9th April. Anyone that requires switching visa type may not be eligible for sponsorship even if the role is on the shortage occupation list.
Detailed job description and main responsibilities
To understand the role in more detail, please refer to the attached job description and person specification.
Person specification
Knowledge
Essential criteria
- Computer literate with excellent keyboard skills equivalent to RSA I Ability to use spreadsheets
- Confidentiality procedures
- Current knowledge of NHS issues, understanding of targets affecting case note store and OPD
Desirable criteria
- Knowledge of 18 week pathways
- Working knowledge of PAS and the NHS in general.
Qualifications
Essential criteria
- Good general education including English GCSE at grade C or above (or equivalent)
- Education/Ability equivalent A level standard
- HRIM Certificate or equivalent level of knowledge
Desirable criteria
- European Computer Driving Licence
- NVQ Level II Admin
Experience
Essential criteria
- Experience of working in clinic prep patient admin experience at a supervisory level to include OPD clinics and case note store
Desirable criteria
- Customer Care
- NHS experience
- Supervisory Experience
Contractual Requirements
Essential criteria
- Ability to work under pressure and adhere to strict deadlines
- Good team member
- Diplomatic and tactful
- Regular attender and flexible approach to work
Further Training
Essential criteria
- Supervisory skills training or willingness to attend
Documents to download
Further details / informal visits contact
- Name
- Helena Stockdale
- Job title
- Clinic Reception and Medical Records Manager
- Email address
- [email protected]
- Telephone number
- 01636 685743
- Additional information
Contactable between 8am - 4pm Monday - Friday
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