Library & Scanning Clerk - Health Records

Dorset County Hospital NHS Foundation Trust; Dorchester; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare provider in Dorchester is seeking an enthusiastic individual to join their busy evening administration team, providing essential support within the Health Record Service. The role involves ensuring timely access to patient records and requires strong communication skills, attention to detail, and a proactive approach. Candidates should possess relevant experience in a busy office environment and computer literacy, particularly in database management. This role offers a dynamic work environment focused on patient care and teamwork.

Qualifications

• Significant relevant experience in an NHS records library.
• Ability to communicate effectively and confidently with all staff levels.
• Understanding and maintaining filing systems.

Responsibilities

• Ensure patient notes are available to support patient care.
• Retrieving, creating, collating, and quality checking case notes.
• Move and handle medical records as needed.

Skills

Attention to detail

Communication skills

Computer literacy

Ability to work under deadlines

Keyboard skills

Education

GCSE in English and Maths

NVQ level 2 in Administration or Customer Care

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

Job overview

We are looking to recruit an enthusiastic individual to join our busy evening administration team providing a professional and effective Health Record Service.

The post requires efficient, caring and proactive individuals with an appreciation and understanding of the confidential nature of the work.

Applicants should be able to demonstrate accuracy and attention to detail, be excellent communicators with good telephone skills and have the ability to meet deadlines on a daily basis whilst maintaining a positive approach, and providing a quality service that supports our patient care.

Computer literacy is vital, knowledge of PAS is essential and knowledge of DPR would be an advantage however training will be given.

Please note this position requires significant physical effort whilst moving and handling medical records.

The successful candidate could be required to train to cover any of the in the attached Job Description.

You will work on a rota working 3 week pattern, 6 hour shifts.

Shift rotation:

• Week 1: Monday, Thursday, Saturday
• Week 2: Tuesday, Friday, Sunday
• Week 3: Wednesday

Right to Work in the UK: This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.

Main duties of the job

To ensure the patient notes are available where they are needed to support patient care.

The post holder will be responsible for retrieving and creating case notes, collating, organising, scanning and quality checking case notes in readiness for future outpatient attendances and inpatient stays.

You will come into contact with all areas of the hospital.

Working for our organisation

The Health Records Department is based on‑site at the hospital; this is an exciting time to join the department as the Trust moves to a more digital working environment.

Our team and the Trust are committed to an open and fair environment, where all feel comfortable to raise concerns, celebrate success and support each other.

We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role.

Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.

Detailed job description and main responsibilities

Our DCHFT Job Description and Person Specification (attached) tells you all about this role, what to expect and what is needed to succeed. When completing your application please make sure to tell us how your experience and skills fit the person specification.

Person specification

Education, Qualifications & Training

• Educated to GCSE standard in English and Maths
• Significant and relevant experience in an NHS records library OR NVQ level 2 in Administration or Customer Care, Equivalent relevant experience

Knowledge & Experience

• Experience of working to deadlines
• Experience of working in a busy office environment

Desirable criteria

• Previous experience within a clerical capacity
• Working knowledge of Microsoft office i.e. Outlook, Word, Excel.

Skills & Abilities

Essential criteria

• Evidence of keyboard skills
• Understanding and maintaining filing systems
• Evidence of ability to communicate with all levels of staff effectively and confidently both orally and written.
• Evidence of being able to priorities and manage your own workload
• Evidence of ability to work fast and efficiently and in a safe manner

Desirable criteria

• Evidence of ability to work independently and in a team
• An understanding of the meaning of confidentiality and the requirement for this to be maintained

Our Mission

Outstanding care for people in ways which matter to them.

Our Vision

Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well‑being of our communities.

Our Values

Integrity, Respect, Teamwork, Excellence

We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.

Important information

Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.

The closing date / interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience. We reserve the right to close any vacancies without notice.

Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.

Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you have not been shortlisted on this occasion.

You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.