Medical Records Administrator

NEP cloud; St Leonards; Remote; GBP 14,000 - 19,000; Part time

Benefits offered by this job

NHS Pension

Staff development

Onsite parking

Staff restaurants

Accommodation

Auto-enrolment to Temporary Workforce

Job summary

East Sussex Healthcare NHS Trust is seeking a detail‑oriented Medical Records Administrator to join our team. The role is 20 hours per week, Monday to Friday, and focuses on sourcing, filing and maintaining complete patient notes to support Consultants and nursing staff.

You will manage file requests, assist with audits, and ensure timely, accurate documentation within our Trust’s medical records system. NHS benefits apply.

Qualifications

• Good level of general education including Maths and English.
• NVQ 2 in administration or equivalent knowledge/experience.

Responsibilities

• Source medical records for forthcoming admissions.
• Assist departments with filing of medical records.
• Ensure notes are filed correctly and accessible.
• Manage ordering of files from NDC with timely staff communication.
• Assist with medical records audit as required.
• Handle SARS requests and medical-legal requests per guidelines.
• Sort, destroy, and maintain up-to-date notes in the records store.
• Collate patient and medical documentation and file correctly.
• Coordinate with bookings/ward team to ensure notes are available for nursing staff and Consultants.

Skills

MS Office

Administration

Education

NVQ 2 in administration

Job description

We are proud to provide ‘Outstanding’ care and be a great place to work.

East Sussex Healthcare NHS Trust provides safe, compassionate and high quality hospital and community care to the half a million people living in East Sussex and those who visit our local area.

We are one of the largest organisations in East Sussex with an annual income of £700 million and we are the only integrated provider of acute and community care in Sussex.

Our extensive health services are provided by over 8,000+ dedicated members of staff working from two acute hospitals in Hastings and Eastbourne, three community hospitals in Bexhill, Rye and Uckfield, over 100 community sites across East Sussex, and in people’s own homes.

The Care Quality Commission (CQC) rated us as ‘Good’ overall, and ‘Outstanding’ for being Caring and Effective. The Conquest Hospital in Hastings and our Community Services were rated ‘Outstanding’ and Eastbourne DGH was rated ‘Good’ Our two acute hospitals have Emergency Departments and provide 24 hour a day care, offering a comprehensive range of surgical, medical, outpatient and maternity services, supported by a full range of diagnostic and therapy services.

Job overview

Sussex Premier Health are looking for a new colleague to join the team within medical records working 20 hours a week Monday to Friday.

Do you have an eye for detail and a passion for paperwork then this role will suit you. This is a pivotal role for the hospital ensuring that the Consultants, Nurses and the admin team have a complete set of patient notes.

Main duties of the job

• a) To source medical records for forthcoming admissions
• b) Assist all departments with filing of medical records
• c) Ensure that notes are filed correctly
• d) Manage ordering of files from NDC, ensuring that key stages are communicated to staff
• e) Assist with medical records audit as and when required.
• f) Deal with SARS requests as per guidelines, and within timescales, including medical legal requests from solicitors.
• g) Working alongside ESHT health records and policies, sort & destroy, and ensure date patient notes are kept up to date in the medical records store
• h) Collate patient & medical documentation and file in correct order into the patient medical records folder
• i) Working alongside the bookings and ward team ensuring all notes for admissions are available for the nursing staff and Consultants

Working for our organisation

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.

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 your 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.

Qualifications

• Good level of general education including Maths and English
• NVQ 2 in administration or equivalent level of knowledge and experience

Experience

• Previous experience of administration / clerical work, especially in relation to filing systems

Skills

• Knowledge of Microsoft Office including Word, Excel and Outlook

Patients come first at East Sussex Healthcare NHS Trust.

Our vision is to be:

• The healthcare provider of first choice for the people of East Sussex.

Our mission is to:

• Deliver better health outcomes and an excellent experience for everyone we provide with healthcare services.

Our strategic objectives are to:

• Improve quality and clinical outcomes by ensuring that safe patient care is our highest priority.
• Play a leading role in local partnerships to meet the needs of our local population and improve and enhance patients’ experiences.
• Use our resources efficiently and effectively for the benefit of our patients and their care to ensure our services are clinically, operationally and financially sustainable.

Our aims are that all services delivered by the Trust are:

• Safe
• Effective
• Caring
• Responsive and
• Well led