Medical Records Clerical Officer - Library

Mid Cheshire Hospitals NHS Foundation Trust; Crewe; On-site; GBP 22,000 - 28,000; Full time

Job summary

A regional healthcare provider in Crewe is seeking a Medical Records Clerical Officer to join the Medical Records Library Department. The role involves managing patient records, ensuring confidentiality, and providing administrative support. Candidates should possess strong organizational skills and attention to detail, along with proficiency in Microsoft Office. Training or experience in customer service is an advantage. Flexible shift patterns are part of the job requirements, making it ideal for those who thrive in a dynamic environment.

Qualifications

• Good oral and written communication skills.
• Ability to work under pressure and in a team.
• Experience in customer service is preferred.

Responsibilities

• Provide general administrative duties in the Medical Records Library.
• Manage the storage, retrieval, and management of patient records.
• Ensure confidentiality and improve service delivery.

Skills

Excellent communication skills

Organisational skills

Attention to detail

Problem solving

Customer service

Education

GCSE Maths and English (grade C or above) or equivalent

European Computer Driving Licence

Tools

Microsoft Office

NHS systems knowledge

Job description

Medical Records Clerical Officer - Library

The closing date is 29 December 2025

Medical Records Library Department - 18 month fixed term post.

2 positions - Sat & Sun 06.00-14.00 15 hours and Tue, Wed & Thur 12.00-20.00 22.5 hours.

Are you looking for a physical challenge where you can make a difference for our patients? If so this role may be a perfect opportunity for you.

Mid Cheshire Hospitals NHS Foundation Trust has a clear vision: “To deliver excellence in healthcare through innovation and collaboration”. The Medical Records department forms part of the Diagnostics and Clinical Support Services Division.

We are looking for an enthusiastic and self-motivated Band 2 Clerical Officer to join our busy Medical Records Library Department at Leighton Hospital. The post holder will provide general administrative duties alongside being responsible for storage, retrieval and management of patient health records.

We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner. Good IT skills as well as a keen eye for detail and ability to multitask are essential in this busy role.

Main duties of the job

The Medical Records Library provides health records for the clinical teams with approximately 23,000 patient records requested on a monthly basis and 29,000 returned to the Library in the same time frame.

This is an extremely busy department which works 24 hours a day, 7 days a week across 365 days per year. Shift working is an essential part of this role and the successful candidates will be expected to work flexibly as and when required, to cover the patient demand. The initial shift pattern for this vacancy is Monday - Friday 6am-2pm.

To manage health records effectively, the successful candidate will be required to retrieve, file and archive individual patient records. At times patient demographic updates will be requested and the successful candidate will be expected to communicate with a wide range of professionals within the Trust and across the health economy.

The role involves a significant amount of repetition; therefore it is essential for the right candidate to demonstrate attention to detail over a prolonged period of time. A positive attitude to problem solving is required.

Health records are currently paper based at the Trust, however over the next few years there is a drive towards the introduction of electronic patient records. The successful candidate will be an integral part of this service transformation.

About us

The teams within Medical Records provide the following functions:

• Appointments - responsible for booking outpatient appointments, managing waiting lists and liaising directly with patients or carers. This role is desk based.
• Reception - welcoming patients to the hospital, reviewing key patient information is entered accurately within the patient administration system and confirming attendance/rescheduling urgent follow-up appointments. This role is desk based.
• Call Centre - a central contact centre that manage telephone queries from patients/ carers and requests to rebook appointments. This role is desk based.
• Library - responsible for storage, retrieval and management of patient health records. This role can be physically demanding.

Job responsibilities

• Self‑motivation
• Good organisational skills
• Ability to pay attention to detail

If you are the successful candidate, you will be expected to provide a professional service for our patients, ensuring confidentiality at all times. The department are continuously looking to improve the service offered and all members of the team are encouraged to suggest new ideas and ways of working.

At times of high patient demand, there may be a need to work flexibly across different teams within the department.

Person Specification

Qualifications

• GCSE Maths and English (grade C or above), or equivalent qualifications. Or successful completion of the rotational apprenticeship scheme within Health Records/Outpatients.
• Awareness of the need for confidentiality in accordance with Data Protection Act and national/local guidelines
• Knowledge of Trust systems: PCS, Somerset, NHS e-Referral Service, Bookwise, Envoy.
• European Computer Driving Licence

Skills

• Ability to communicate well verbally and in writing.
• Patient centred, adaptable, willing to change and suggest ideas for improvement
• Ability to work as part of a team and under own supervision
• Ability to work under pressure in a methodical and logical manner
• Ability to solve problems & make decisions under pressure.

Experience

• Customer Service training/experience
• Proficient use of Microsoft office

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Mid Cheshire Hospitals NHS Foundation Trust