Clinic Preparation Clerk

NHS; Mexborough; On-site; GBP 24,000; Part time

Job summary

An established industry player is seeking a dedicated clerical support member for their Medical Records Department. This role offers the chance to engage with various departments while ensuring patient records are meticulously maintained. The ideal candidate will thrive in a fast-paced environment, demonstrating strong communication skills and attention to detail. Join a team that values flexibility and supports its employees with comprehensive benefits, including NHS pension schemes and extensive learning opportunities. If you are passionate about patient care and administrative excellence, this position is perfect for you.

Benefits

NHS Pension Scheme

Generous holiday entitlement

Comprehensive health and wellbeing support

NHS Car Lease schemes

Discounts on restaurants and shopping

Qualifications

• GCSE/O Level English or equivalent qualification/relevant experience required.
• Admin experience including filing and data input is essential.

Responsibilities

• Ensure patients' casenotes are available at the point of care.
• Pull and file medical records using filing systems.

Skills

Admin Experience

Filing Skills

Data Input

Manual Handling

Communication Skills

Time Management

Education

GCSE/O Level English

GCSE/O Level Maths

Job description

Job summary

The Medical Records Department provides comprehensive clerical support to the trust in all aspects of patient records.The post holder will be required to work within the Montagu Hospital records office.

We securely store approx. 1.7 million volumes of patients records in 7 libraries on the three trust sites.

The post give the post holder the opportunity to liaise with multiple areas, departments and personnel.By ensuring patients' casenotes are available, the service we provide plays an crucial part of patient care.

All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality whilst upholding the Trusts WE CARE values.

Main duties of the job

Ensuring patients casenotes are available at the point of care.

Pull and file medical records, using Terminal Digit Filing and location based filing systems; record casenote transfers on iFIT.

Responsible for locating, preparing (to a required standard) and delivering of casenotes for outpatient clinics according to departmental guidelines.

Merge and amalgamate casenotes to ensure the correct/relevant volume is available at the point of care.

Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct.

Responsible for ensuring casenotes are tagged and associated correctly and correcting any errors.

Have involvement towards the culling of casenotes in line with the Retention Policy.

About us

DBTH is one of Yorkshire's Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

We offer a range of benefits to support our people including:o Extensive range of learning opportunitieso NHS Pension Schemeo Generous holiday entitlement in line with Terms & Conditionso Comprehensive health and wellbeing supporto NHS Car Lease schemes and a range of salary sacrifice schemeo Discounts on restaurants, getaways, shopping and finance through external providers.

Date posted

01 May 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year Pro Rata Per Annum

Contract

Permanent

Working pattern

Part-time

Reference number

272-6885387

Job locations

Montagu Hospital

Adwick Road

Mexborough

S64 0AZ

Job description Job responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.

Please note, if your application is successful, you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

Applications from individuals who require a Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applicants. For further information and to check your eligibility for this post please following the link UK Visas and Immigration - GOV.UK. Please note that from April 9th 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Job description Job responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.

Please note, if your application is successful, you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

Applications from individuals who require a Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applicants. For further information and to check your eligibility for this post please following the link UK Visas and Immigration - GOV.UK. Please note that from April 9th 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Person Specification Qualifications & Training Essential

• GCSE/O Level English or equivalent qualification/relevant experience

Desirable

• GCSE/O Level Maths or equivalent qualification/relevant experience
• RSA Level 1 keyboard skills or equivalent qualification/relevant experience

Knowledge & Experience Essential

• Admin Experience including filing and data input
• Responsible for own workload
• Managing large volumes of work with deadlines
• Manual Handling skills
• To observe Trust Policies on handling confidential information

Desirable

• Previous NHS or records experience
• Experience of working with Patient Administration Systems
• Filing systems
• Experience of working in a patient focused environment

Personal Attributes & Skills Essential

• Ability to work within a team
• Proven communication skills with the ability to communicate confidently and effectively with all members of staff, patients and public
• Demonstrate accuracy and attention to detail
• Ability to work to deadlines
• Proven time management skills
• Ability to work under pressure using own initiative but maintaining quality

Desirable

• Ability to problem solve
• To work independently

Person Specification Qualifications & Training Essential

• GCSE/O Level English or equivalent qualification/relevant experience

Desirable

• GCSE/O Level Maths or equivalent qualification/relevant experience
• RSA Level 1 keyboard skills or equivalent qualification/relevant experience

Knowledge & Experience Essential

• Admin Experience including filing and data input
• Responsible for own workload
• Managing large volumes of work with deadlines
• Manual Handling skills
• To observe Trust Policies on handling confidential information

Desirable

• Previous NHS or records experience
• Experience of working with Patient Administration Systems
• Filing systems
• Experience of working in a patient focused environment

Personal Attributes & Skills Essential

• Ability to work within a team
• Proven communication skills with the ability to communicate confidently and effectively with all members of staff, patients and public
• Demonstrate accuracy and attention to detail
• Ability to work to deadlines
• Proven time management skills
• Ability to work under pressure using own initiative but maintaining quality

Desirable

• Ability to problem solve
• To work independently

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details Employer name

Doncaster & Bassetlaw Teaching Hospitals NHS FT

Address

Montagu Hospital

Adwick Road

Mexborough

S64 0AZ

Employer's website

https://www.dbth.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Doncaster & Bassetlaw Teaching Hospitals NHS FT

Address

Montagu Hospital

Adwick Road

Mexborough

S64 0AZ

Employer's website

https://www.dbth.nhs.uk/ (Opens in a new tab)