Digital Health Records Administration Assistant

East Sussex Healthcare NHS Trust; St Leonards; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare organization in St Leonards is seeking a Digital Health Records Clerk to manage digital health records, preparing essential information for outpatient appointments. The ideal candidate will be methodical, digitally fluent, and possess strong organizational skills. This role supports the delivery of high-quality patient care in a dynamic environment. Join a team that values your individuality and offers numerous staff benefits.

Benefits

Staff development

NHS pension scheme

Access to onsite nurseries

Free psychological support

Affordable onsite parking

Qualifications

• Methodical and digitally fluent with a can-do attitude.
• Highly organised and self-motivated individual.

Responsibilities

• Review upcoming clinic schedules and prepare day forward packs.
• Ensure all relevant documents are correctly uploaded.
• Flag missing or incomplete information and follow up.
• Maintain confidentiality and comply with data protection regulations.
• Collaborate with clinical and administrative staff.
• Support digital record audits and quality improvement initiatives.
• Prepare physical health records for scanning.
• Support the flow of incoming and outgoing day forward packs.

Skills

Organisational skills

Digital fluency

Attention to detail

Proactive attitude

Job description

We are recruiting! The role: Digital Health Records Clerk (Band 2 for up to 12 months)

The Department: Digital Health Records

We are looking for a methodical and Digitally fluent Digital Health Records Clerk 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.

Responsibilities

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

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

Benefits

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.

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 their 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.

For further details / informal visits contact: Name: Courtney Mays, Job title: Service Delivery Manager, Email address: [e-mail]