Digital Health Records Admin Assistant

NHS; St Leonards; On-site; GBP 22,000 - 26,000; Full time

Job summary

A leading healthcare organization in St Leonards is seeking a methodical Digital Health Records Administration Assistant. In this role, you'll manage digital health records, ensuring accurate information is available for clinicians. Strong attention to detail and teamwork are essential, along with experience with patient administration systems. This position offers a chance to contribute significantly to patient care in a fast-paced environment.

Benefits

Staff development

NHS pension scheme

Access to onsite nurseries

Onsite parking

Qualifications

• Ability to undertake additional training on departmental IT and manual systems.
• Able to demonstrate experience of attention to detail.
• Willing to be flexible around tasks and working hours.

Responsibilities

• Ensure all relevant documents have been correctly uploaded.
• Collaborate with clinical staff to streamline patient flow.
• Support digital record audits and quality improvement initiatives.

Skills

Attention to detail

Teamwork

Knowledge of filing systems

Knowledge of IT systems

Flexibility around tasks and hours

Tools

Patient Administration System (PAS)

Electronic Document Management (EDM) System

Electronic Health Records tracking system

Job description

The role: Digital Health Records Administration Assistant (Band 2)

The Department: Digital Health Records

We are looking for a methodical and Digitally fluent Digital Health Records Administration Assistant to join our Digital Health Records team. In this role, you will be responsible for preparing and managing digital health records to ensure clinicians have accurate, up-to-date information ready for outpatient appointments. Your work will directly support the delivery of safe, efficient, and high-quality care.

You will need to be a highly organised and self-motivated individual with a proactive, can-do attitude, committed to delivering a high-quality digital patient record within the fast-paced and changing environment of Digital Health Records and Clinic Preparation.

Main duties of the job

Ensure all relevant documents have been correctly uploaded e.g. referrals, Clinical Summaries or previous clinical correspondence.

Flag missing or incomplete information and follow up with appropriate departments

Maintain confidentiality and comply with data protection regulations (e.g., GDPR)

Collaborate with clinical and administrative staff to streamline patient flow

Support digital record audits and quality improvement initiatives

Prepare physical health records for scanning, including sorting, removing staples, and categorising documents.

Support the flow of incoming and outgoing Inpatient and Outpatient day forward packs.

Review upcoming clinic schedules and prepare day forward packs (DFPs) from the electronic patient record systems.

Potential applicants should ensure they evidence the skills listed above in their application.

About us

A wide range of staff benefits are available to our staff including staff development, enrolment in the NHS pension scheme, auto-enrolment to our Temporary Workforce Service, access to onsite nurseries. staff restaurants and accommodation.

In addition to an internal Occupational Health department, all staff also have access to free psychological support through our confidential Employee Assistance Programme. Onsite parking is available from only £50 a year.

There has never been a better time to join East Sussex Healthcare NHS Trust, submit your application today.

Statement on the Use of AI

We value the individuality that each candidate brings to the application process. While we understand that AI tools are widely available, we strongly discourage applicants from using AI-generated content when applying for jobs with us. We believe that your application should reflect your true skills, experiences, and motivations, which are best conveyed through your own words and unique perspective.

Using AI for your application may not accurately represent your knowledge, skills, and experience and may result in a disconnect between your qualifications and our assessment of your application.

We encourage applicants to take the time to thoughtfully complete your applications; by doing so, you allow us to better understand your true potential and ensure a fair and transparent evaluation of your application. Over reliance on AI-generated content may diminish your chance of success.

Job responsibilities

Please refer to the job description attached.

If you have any questions about this position please do not hesitate to contact us.

Person Specification

Qualifications

• Ability to undertake additional training on departmental IT and manual systems

Experience

• Able to demonstrate experience of attention to detail
• Previous experience of working as part of a team
• Experience and understanding of a Patient Administration System (PAS)
• Experience of an electronic Health Records tracking system
• Experience of an Electronic Document Management (EDM) System

Skills / Knowledge / Abilities

• Knowledge of filing systems
• Knowledge of IT systems
• Ability to accept and manage change

Other

• Willing to be flexible around tasks and working hours
• Undertaking regular handling and movement of medical notes

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.