Clerical Officer - Medical Records – Appointments Team

Transformation Unit; Crewe; Hybrid; GBP 23,000 - 28,000; Full time

Job summary

Mid Cheshire Hospitals NHS Foundation Trust in Crewe is seeking a Clerical Officer for the Medical Records – Appointments Team. This Band 2, full-time post collaborates with appointments and call centre colleagues to book outpatient appointments, print referrals, and communicate with patients by phone.

You will be desk based, supporting reception, waiting lists, and health records management across Leighton Hospital and nearby sites with flexible hours. Salary £25,272 pa pro rata.

Qualifications

• GCSE Maths and English (C or above) or equivalent qualifications.
• Awareness of confidentiality per Data Protection Act and local guidelines.
• Knowledge of Trust systems: Meditech, Somerset, NHS e-Referral Service, Bookwise, Envoy.

Responsibilities

• Appointments – booking outpatient appointments and managing waiting lists.
• Reception – welcoming patients and updating the patient administration system.
• Call Centre – handling telephone queries and rebooking appointments.
• Library – store, retrieve and manage patient health records.
• Clinic Preparation – prepare patient health records for outpatient appointments.

Skills

Communication skills

Patient centred

Adaptable

Teamwork

Working under pressure

Problem solving

Education

GCSE Maths and English

Confidentiality awareness (Data Protection Act)

Health Records/Outpatients apprenticeship (rotational)

Tools

Meditech

Somerset

NHS e-Referral Service

Bookwise

Envoy

Job description

Main area Clerical Officer Grade Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday hours to be discussed) Job ref 412-DCSS-8180096

Employer Mid Cheshire Hospitals NHS Foundation Trust Employer type NHS Site MCHFT Leighton Hospital Town Crewe, Cheshire Salary £25,272 pa pro rata Salary period Yearly Closing 11/11/2026 23:59

Clerical Officer - Medical Records – Appointments Team

Band 2

Job overview

A fantastic opportunity has arisen for an Appointments Officer to come and join our lovely Medical Records team.

Within Medical Records the appointments team are responsible for booking appointments, printing referrals and communicating with patients over the phone. You may also be required to work within our small call centre team receiving outbound calls from patients or with our Outpatient Reception team booking in patients for their appointments and making follow up appointments.

There may be a requirement to work flexibly across sites at Leighton Hospital and Infinity House.

We are looking for dedicated individuals with an attitude to learn and must be organised and work on their own initiative. The successful applicants must have a can do attitude and an approachable manner and have excellent telephone skills. They must be a team player and have the ability to multitask in a busy environment.

Main duties of the job

The successful applicants will be expected to act in a professional manner, adhering to strict information governance guidance and always ensure patient confidentiality. The department are continuously looking to improve the service offered and all members of the team are encouraged to suggest new ideas and ways of working.

There may be times when the successful applicant may be required to work flexibly within the department dependent upon business need and patient demand. Flexibility is expected with regards to working hours to support the service.

Working for our organisation

Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond.

The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008.

We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.

The Trust is also part of Central Cheshire Integrated Care Partnership (CCICP), a unique local health partnership that provides a range of community services for people across South Cheshire and Vale Royal.

During the Coronavirus pandemic, the Trust was recognised nationally for its ‘Be Safe Be EquiPPEd’ campaign, which aimed to make the Trust as safe as possible for staff and patients, through supporting the correct use of PPE.

At Mid Cheshire, we value our staff and appreciate that in order to give our patients the best quality, compassionate care, we also need to look after our colleagues.

Detailed job description and main responsibilities

• Appointments– responsible for booking outpatient appointments, managing waiting lists and liaising directly with patients or carers. This role is desk based.
• Reception– welcoming patients to the hospital, reviewing key patient information is entered accurately within the patient administration system and confirming attendance/rescheduling urgent follow-up appointments. This role is desk based.
• Call Centre– a central contact centre that manage telephone queries from patients/ carers and requests to rebook appointments. This role is desk based.
• Library– responsible for storage, retrieval and management of patient health records. This role can be physically demanding.
• Clinic Preparation - responsible for preparing patient health records for outpatient appointments. This is a physically demanding role, which requires a high level of accuracy.

Successful applicants will need to demonstrate:

• Self- motivation
• Good organisational skills
• Ability to pay attention to detail

Qualifications

• GCSE Maths and English (grade C or above), or equivalent qualifications. Or Successful completion of the rotational apprenticeship scheme within Health Records/Outpatients.
• Awareness of the need for confidentiality in accordance with Data Protection Act and national/local guidelines
• Knowledge of Trust systems: Meditech, Somerset, NHS e-Referral Service, Bookwise, Envoy.

Skills

• Ability to communicate well verbally and in writing.
• Patient centred, adaptable, willing to change and suggest ideas for improvement
• Ability to work as part of a team and under own supervision
• Ability to work under pressure in a methodical and logical manner
• Ability to solve problems & make decisions under pressure.

Experience

• Customer Service training/experience
• Proficient use of Microsoft office

Key Messages

We are a forces-friendly employers.

Candidates should ensure that all submissions and interactions reflect the candidate’s own skills, experience, and understanding. Any use of AI that compromises the integrity, fairness, or authenticity of the recruitment process may result in disqualification from consideration, withdrawal of offer, or dismissal if this these circumstances come to light post hire.

Candidates that require sponsorship to work in the UK are strongly advised to check the Government website for up-to-date information about whether the role they are applying for (incl. offered salary) is eligible.

Please let us know if you require an adjustment to our recruitment process and we'll be happy to discuss this with you.

We actively promote flexible working so please discuss any requirements you may have with us.

Secondments will be considered for fixed term positions when both parties agree. Candidates should seek approval from their current line manager before application.

• All correspondence will be sent via the email address you have registered as your TRAC account.Selection is based on the Trust's values, and the criteria outlined in the Job Description for the role.
• Appointments are subject to a 6-month probationary period. LED Doctors are subject to a 3-month probationary period.
• You are required to pay for a DBS disclosure where the post requires one, and we encourage applicants to join and remain registered with the DBS update service.
• We do not reimburse travel to interview expenses.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

Application numbers

We expect to receive a very high level of applications for this vacancy, and due to this a limit has been set on the number of applications we are able to receive. Once this limit is reached the vacancy will close. We would urge interested candidates who meet the specification to apply as soon as possible to avoid disappointment.

Name Jayne Shufflebotham Job title Medical Records Support Manager Email address [e-mail] Telephone number 01270 612193 Additional information

Jayne Shufflebotham - Support Manager: 01270 273206