Digital Health Records Administration Assistant

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

Job summary

A leading healthcare provider in the United Kingdom is looking for a methodical Digital Health Records Clerk to manage and prepare health records. You will ensure clinicians have accurate information for outpatient appointments and support the delivery of high-quality care. Responsibilities include reviewing clinic schedules, uploading documents, and collaborating with staff. The ideal candidate should be organized, proactive, and possess experience with health record systems. This is a great opportunity for someone eager to contribute to effective patient care.

Benefits

Staff development

NHS pension scheme

Confidential Employee Assistance Programme

Onsite parking for £50 a year

Qualifications

• Ability to undertake additional training on departmental IT and manual systems.
• Demonstrated experience of attention to detail.
• Previous experience of working as part of a team.

Responsibilities

• Review upcoming clinic schedules and prepare day forward packs from the electronic patient record systems.
• Ensure relevant documents have been correctly uploaded.
• Flag missing or incomplete information and follow up with departments.

Skills

Attention to detail

Teamwork

Digital literacy

Tools

Patient Administration System (PAS)

Electronic Health Records tracking system

Electronic Document Management (EDM) System

Job description

Digital Health Records Administration Assistant

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.

Main duties of the job

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.

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 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.

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

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.