Health Records Supervisor, Band 3

Gloucestershire Hospitals NHS Foundation Trust; Gloucester; On-site; GBP 26,000 - 27,000; Full time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is seeking a motivated Health Records Assistant (Band 3) to join our Health Records team across Gloucestershire Royal Hospital and Cheltenham General Hospital. You will supervise day-to-day work, roster staff, and ensure records are located, retrieved and updated accurately using TrakCare and other systems.

The role involves handling heavy files and working to tight deadlines to support patient care.

Qualifications

• Educated to GCE/GCSE standard English and Maths or equivalent.
• NVQ level 3 or equivalent experience.
• Experience in health records management and supervision.

Responsibilities

• Carry out health record management duties to support patient care and targets.
• Allocate workload and roster staff to ensure adequate skill mix.
• Retrieve and provide case notes for planned and emergency admissions.
• Use TrakCare and PAS for record management and tracking.
• Request records from off-site storage and handle enquiries.
• Locate miss-filed records and support scanning/digitisation processes.
• Undertake appraisals for Band 2 staff and advise on policy compliance.

Skills

Supervising a team

Time management

Interpersonal skills

Information governance

Working under pressure

Education

GCE/GCSE English and Maths

NVQ Level 3 or equivalent

Tools

TrakCare

Windows basics

Job description

Current jobs at Gloucestershire Hospitals

Main area Health Records Grade Band 3 Contract Permanent: 1 of the posts will be a fixed term 12 month mat leave cover Hours Full time - 37.5 hours per week Job ref 318-26-T0625

Site Trustwide (Gloucestershire Royal Hospital / Cheltenham General Hospital) Town Gloucestershire Salary £25,760 - £27,476 (pa, pro rata if part-time) Salary period Yearly Closing 07/10/2026 23:59

At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.

With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.

We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.

We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.

Be part of Gloucestershire Hospitals, explore your future with us today.

Job overview

PLEASE NOTE: we have 3 positions available - 2 x full time permanent posts and 1 x 12 months maternity leave cover.

An exciting development opportunity has arisen to join our friendly Health Records team within Gloucestershire Hospitals NHS Foundation Trust.

We are looking for a motivated team player who wants to make a difference in support of patient care.

You will need to be able to supervise and help lead the team on a day to day basis working with the assistant health records manager to ensure department processes are followed. This is a physical and fast paced job often working to tight deadlines in support of patient care, where you and the team will be handling patients’ health records, negotiating their return from other departments as well as updating their location on the dedicated records tracking system.

The successful candidate will be motivated to positively impact the leadership of the team and in turn patient care by ensuring records are available when and where they are required.

Main duties of the job

The main duties of the post include assisting in the day to day running of the health records team. The post holder may be required to work across site providing supervisor cover and support for each department on different days of the working week and establishing working relationships across both teams.

The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.

The Health Records team routine hours are 08:00 to 20:00, Monday to Sunday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota.

The post holder will be required to work 08:30am - 16:30pm Mon - Fri.

Working for our organisation

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Detailed job description and main responsibilities

Carry out all health record management duties in a manner that contributes to the provision of a full, confidential health records service, supporting patient care, achieving departmental targets and ensuring compliance with Health Records Operational Policy, UK GDPR and the Data Protection Act 2018.

Assist in managing the health records department by allocating workload, rostering staff to ensure adequate skill mix and maintaining internal records management processes.

Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in off-site storage.

Access, print and work from record request lists managed as part of electronic patient administration system (PAS) Trak Care.

Request records to be returned to site from off site storage using external company’s web based electronic tracking system when required.

Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.

Assist in locating case notes that have been miss filed with in the Health records Library.

Participate in and trouble shoot, scanning and document uploading processes used in the transition between paper and electronic document management.

Undertaking appraisals for Band 2.

Provide guidance and advice to staff of information in accordance to current legislation.

Person specification

Qualifications

• Educated to GCE/GCSE standard English and Maths or equivalent
• NVQ level 3 or equivalent experience

Experience

• Confident in using basic windows based IT applications
• Experience of planning and organising own workload
• Previous experience working in an environment where confidentiality and information security must be maintained
• Previous experience working health records management
• Experience in supervising a team

Knowledge / Skills

• Ability to work well as part of a team and support other members of the team
• Good time management skills including the ability to work to set deadlines
• Knowledge of trusts patient systems (including TrakCare)
• Excellent interpersonal and communication skills
• Ability to work flexibly,calmly, quickly and accurately under pressure.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

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