Health Records Library/Scanning Clerk

Dorset County Hospital NHS Foundation Trust; England; On-site; GBP 20,000 - 23,000; Full time

Job summary

Dorset County Hospital NHS Foundation Trust is seeking a fixed-term Health Records Library and Scanning Clerk for 12 months. The role involves retrieving notes, scanning and quality-checking records for outpatient visits, admissions, and emergencies, while handling both paper and electronic records.

Ideal candidates will have NHS records library experience, be able to work to deadlines, and be comfortable in a busy office environment with strong filing and data-quality skills.

Qualifications

• GCSE English and maths at GCSE level or equivalent.
• Significant NHS records library experience and familiarity with deadlines.
• Experience working in a busy office environment.

Responsibilities

• Retrieve patient notes from the library and other hospital locations.
• Collate, organise, scan and quality-check case notes for attendances and stays.
• Prepare, track and file patient records.
• Ensure records are available for outpatient appointments, inpatient admissions and emergency activity.
• Manage records across paper and electronic systems, including digital processes.
• Maintain accuracy and data quality of patient records.

Skills

Filing systems

Keyboard skills

Effective communication

Workload prioritisation

Fast and accurate working

Education

GCSE English and maths

Tools

Microsoft Office (Outlook Word Excel)

Job description

A fixed-term, 12-month Health Records Library and Scanning Clerk post in the health records library at Dorset County Hospital NHS Foundation Trust. The work centres on retrieving case notes from the library or other hospital locations, then collating, organising, scanning and quality-checking them for outpatient visits, inpatient stays and emergency activity. Duties span both paper and electronic records, so the role suits someone comfortable moving between the two. Visa sponsorship is not offered, so applicants must already have the right to work in the UK.

What the job involves

• Retrieve patient notes from the library or other locations in the hospital and Trust
• Collate, organise, scan and quality-check case notes ready for outpatient attendances and inpatient stays
• Prepare, track and file patient records
• Make sure records are available for outpatient appointments, inpatient admissions and emergency activity
• Manage patient records across paper and electronic systems, including digital record management processes
• Maintain the accuracy and data quality of patient records
• Carry out any reasonable management requests

Qualifications

• GCSE standard in English and maths

Experience

• Significant and relevant experience in an NHS records library
• Experience of working to deadlines
• Experience of working in a busy office environment

Skills & knowledge

• Understanding and maintaining filing systems
• Keyboard skills
• Communicating effectively with all levels of staff, orally and in writing
• Prioritising and managing own workload
• Working fast, efficiently and safely

Checks & eligibility

• Existing right to work in the UK, as no visa sponsorship is available

Nice to have

• NVQ level 2 in Administration or Customer Care
• Equivalent relevant experience
• Previous clerical experience
• Working knowledge of Microsoft Office, including Outlook, Word and Excel
• Understanding of confidentiality and the need to maintain it