Medical Records Clerical Officer - Library

Transformation Unit; Crewe; Hybrid; GBP 23,000 - 28,000; Part time

Job summary

Mid Cheshire Hospitals NHS Foundation Trust is seeking a part-time Medical Records Clerical Officer (Band 2) based at Leighton Hospital, Crewe. The role involves managing a busy Medical Records Library, handling storage, retrieval and data entry, and providing a patient-focused administrative service.

Shifts are Tue/Wed/Thu 12:00-20:00, totaling 22.5 hours per week. Applicants should demonstrate organisational skills, accuracy, and the ability to maintain confidentiality in a busy clinical

Qualifications

• GCSE Maths and English (C or above) or equivalent
• Confidentiality awareness per DPA and local guidelines
• Knowledge of Trust systems: PCS, Somerset, NHS e-Referral Service, Bookwise, Envoy
• European Computer Driving Licence (ECDL) or equivalent IT proficiency

Responsibilities

• Book outpatient appointments and manage waiting lists
• Welcome patients and handle receptionist duties
• Support call centre with patient queries and rebookings
• Store, retrieve and manage patient health records in the library

Skills

Communication

Teamwork

Attention to detail

Adaptability

Education

GCSE Maths & English

European Computer Driving Licence

Tools

PCS

Somerset

NHS e-Referral Service

Bookwise

Envoy

Job description

Main area Medical Records Grade Band 2 Contract Permanent: 22.5 hours Hours Part time - 22.5 hours per week (Tue, Wed & Thur 12.00-20.00) Job ref 412-DCSS-8234271

Employer Mid Cheshire Hospitals NHS Foundation Trust Employer type NHS Site Leighton Hospital Mid Cheshire Foundation Trsut Town Crewe Salary £25,272 pa pro rata Salary period Yearly Closing 12/11/2026 23:59

Medical Records Clerical Officer - Library

Band 2

Job overview

Medical Records Library Department - 12 month fixed term post.

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 skills that are vital 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 Tuesday, Wednesday & Thursday 12.00-20.00.

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.

Working for our organisation

Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond.

The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008.

We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.

The Trust is also part of Central Cheshire Integrated Care Partnership (CCICP), a unique local health partnership that provides a range of community services for people across South Cheshire and Vale Royal.

During the Coronavirus pandemic, the Trust was recognised nationally for its ‘Be Safe Be EquiPPEd’ campaign, which aimed to make the Trust as safe as possible for staff and patients, through supporting the correct use of PPE.

At Mid Cheshire, we value our staff and appreciate that in order to give our patients the best quality, compassionate care, we also need to look after our colleagues.

Detailed job description and main responsibilities

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.

Successful applicants will need to demonstrate:

• Self- motivation.
• Good organisational skills.
• 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

Key Messages

We are a forces-friendly employers.

Candidates should ensure that all submissions and interactions reflect the candidate’s own skills, experience, and understanding. Any use of AI that compromises the integrity, fairness, or authenticity of the recruitment process may result in disqualification from consideration, withdrawal of offer, or dismissal if this these circumstances come to light post hire.

Candidates that require sponsorship to work in the UK are strongly advised to check the Government website for up-to-date information about whether the role they are applying for (incl. offered salary) is eligible.

Please let us know if you require an adjustment to our recruitment process and we'll be happy to discuss this with you.

We actively promote flexible working so please discuss any requirements you may have with us.

Secondments will be considered for fixed term positions when both parties agree. Candidates should seek approval from their current line manager before application.

• All correspondence will be sent via the email address you have registered as your TRAC account. Selection is based on the Trust's values, and the criteria outlined in the Job Description for the role.
• Appointments are subject to a 6-month probationary period. LED Doctors are subject to a 3-month probationary period.
• You are required to pay for a DBS disclosure where the post requires one, and we encourage applicants to join and remain registered with the DBS update service.
• We do not reimburse travel to interview expenses.

Employer certification / accreditation badges

Application numbers

We expect to receive a very high level of applications for this vacancy, and due to this a limit has been set on the number of applications we are able to receive. Once this limit is reached the vacancy will close.

Name Joanne O'Brien Job title Assistant Service Manager Email address Joanne.O'[e-mail] Telephone number 01270 613151 Additional information

Joanne O'Brien - Assistant Service Manager 01270 613151

Erin Williams - Service Coordinator 01270 612323