Health Records Assistant (Evenings)

NHS; Plymouth; On-site; GBP 25,000; Full time

Job summary

A regional healthcare provider in Plymouth is seeking a Health Records Assistant to maintain an efficient Health Records Service. The role involves managing health records, ensuring compliance with policies, and supporting filing processes. Candidates should have strong clerical skills and experience with patient confidentiality. This fixed-term position offers a salary of £24,465 per annum with a full-time working pattern.

Qualifications

• Proven clerical experience managing workloads to strict deadlines.
• Experience with patient confidentiality.
• Ability to work in a warehouse environment.

Responsibilities

• Maintain the integrity and security of health records.
• Support filing and culling of patient records.
• Assist in managing urgent case note requests.

Skills

Clerical experience

PC and Microsoft applications

Strong organizational skills

Ability to maintain confidentiality

Good communication

Education

Numeracy and literacy qualifications or equivalent

NVQ Level 2 in Business Administration or equivalent

Job description

Overview

Job summary

To provide and maintain an efficient and high standard Health Records Service throughout the Trust. The post holder will work to maintain the Main Store and Archive area ensuring the integrity and security of all health records.

Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

Main duties

Key Dimensions:

The Central Records Library comprises three main areas: Main Office/Pre-file and Archive.

Main Office/Pre-file area

• Provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.
• Prioritise workloads and all other Central Record Requests.
• Efficiently managing the urgent line with a professional approach.

Archive area

• Provide support for the filing and culling of REI records and Deceased records.
• Undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and Trust policies.
• Review and highlight any storage capacity issues and identify bottlenecks within the store for yearly Deceased notes.

Roles in these three areas are generic and staff may rotate across all areas to ensure continuity of service during absences. This generic job description covers all duties required of a Health Records Assistant.

About us

We are a people business where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team committed to innovation, clinical excellence and customer care. We offer opportunities for career development in a progressive environment in a vibrant city with a historic reputation.

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC. Check your email regularly. For applying support including reasonable adjustments, contact the recruitment team on 01752 432100. Diversity is encouraged. Vacancies may close early. If you have not heard within 4 weeks of closing, assume you have not been shortlisted.

Details

Date posted: 26 September 2025

• Pay scheme: Agenda for change
• Band: Band 2
• Salary: £24,465 per annum
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time
• Reference: 216-YM-A7398493-B

Job locations: Central Records Library, Bush Park, PL6 7RG

Job responsibilities

Main Office/Pre-file area

• Action all telephone calls, written and emailed requests for case notes promptly with attention to detail; record outcomes; retrieve and pack notes; trace electronically to the appropriate department.
• Ensure notes are available for clinics daily and inform Prepping Teams in advance of appointments of any notes that cannot be found.
• Unpack deliveries of case notes/loose sheets, pre-sort into filing areas, and file into main store; trace each note onto iPM at every stage.
• Distribute incoming mail to appropriate office areas within the CRL.

Archive area

• Review storage capacity and plan for future growth; move boxes and records as needed within tight timeframes.
• Filing of all REI records, boxing up Deceased and A&E records.
• Ensure patient record requests from Crown are dealt with efficiently and spreadsheets updated.
• Retention and destruction of all patient health records in line with Records Management Code of Practice 2021.
• Scanning the main store to identify misfiles and growth; prepare Service Personnel records for destruction.

Generic tasks across all areas

• Assist CRL Supervisors as a point of contact for Clinicians and staff; provide advice on Health Records issues.
• Generate electronic pulling lists for patients and use them to locate and pull case notes.
• Undertake searches to ensure completeness of clinics; use judgement to locate patient records and create temporary folders if needed.
• Use electronic emailing system to action and close requests from hospitals and departments; maintain notes in secure condition with year stickers; repair damaged notes or pass to Filing Coordinator.
• Maintain tidy filing bays and realign library storage in terminal digit order per Records Management Code of Practice 2021.
• Work to standards, monitor personal workload statistics, participate in audits, and respond to urgent queries.
• During out-of-hours, action requests for urgent case notes; cover other CRL duties as required; be available to work Bank Holidays on a rota.
• Assist new staff and support ongoing training; undertake other duties commensurate with the grade.
• Maintain visitor check protocols; ensure entrances/exits are secured during evenings/weekends/bank holidays; deactivate alarms as required.
• Contribute to departmental procedures and policy discussions; liaise with higher disciplines to locate documents; adhere to Health and Safety and Trust policies; support quality initiatives.

Person Specification

Knowledge

• Essential: Proven clerical experience; experience with PCs and Microsoft applications; experience managing own workload to strict deadlines; understanding of patient confidentiality.

Desirable:

• Background and knowledge of patient management systems and Health Records procedures.

Qualifications

• Essential: Numeracy and literacy qualifications or equivalent; NVQ Level 2 in Business Administration or equivalent.

Aptitude & Abilities

• Essential: Ability to work in a warehouse environment; manual handling; accuracy and attention to detail; good communication; remain calm under pressure; maintain confidentiality; meet deadlines; work in a team; strong organizational skills.

Disposition / Attitude / Motivation

• Essential: Self-motivated; enthusiastic; eager to learn; discreet and tactful.

Other factors

• Essential: Adapt to change.

Compliance

Disclosure and Barring Service (DBS) check required. This post is subject to the Rehabilitation of Offenders Act 1975 (Exceptions Order). A Disclosure will be sought from the DBS.

Certificate of Sponsorship: Applications from job seekers requiring skilled worker sponsorship will be considered in line with UK Visas and Immigration guidance.

For overseas applicants, see the guidance on criminal records checks for overseas applicants.

Employer details

Employer: University Hospitals Plymouth NHS Trust

Address: Central Records Library, Bush Park, PL6 7RG

Employer website: https://www.plymouthhospitals.nhs.uk/