Patient Records and Digitisation Services Co-ordinator

Birmingham Women's and Children's NHS Foundation Trust; Birmingham; On-site; GBP 26,000 - 27,000; Full time

Job summary

Birmingham Women’s and Children’s NHS Foundation Trust is seeking a Patient Records and Digitisation Services Co-ordinator to ensure clinical documents are prepared and scanned into electronic records for clinics and admissions.

You will support the senior management by coordinating workload in the scanning bureau and health records areas, liaising with the Deputy Operational Manager and supervising junior staff.

Qualifications

• NVQ level 3 in admin or equivalent relevant qualification.
• GCSE English & Mathematics.

Responsibilities

• Prepare documents for clinic attendances and admissions for scanning into the patients' electronic paper records.
• Rotate with staff in the health records library, pull notes for clinics/admissions, and file casenotes.
• Weed and manage health records; handle telephone and electronic requests across the Trust.
• Work on a rota to cover 365 days per year, including weekends and bank holidays.

Education

NVQ level 3 in admin or equivalent relevant qualification

GCSE English and Mathematics

Job description

Search through the open vacancies at Birmingham Women’s and Children’s.

This is YOUR place

• To be at the heart of brilliant care for women, children and young people.
• Where innovation, compassion, and opportunity meet to help transform lives.
• To make a unique impact from day one. As one of only two centres in the UK for women, children, and young people, this is where you can help bring prize-winning discoveries and game-changing innovations to life.
• To grow a thriving career and unlock your potential. Our unique and vast specialisms provide opportunities you won’t find anywhere else. No matter the career path you choose – you’ll have unwavering support for your ambition and a real investment in your learning.
• To discover a community of support. Where our strength comes from our people, who come from every walk of life and who work shoulder-to-shoulder across every discipline. Here, you’ll find a deep camaraderie and the support to take control of your career and find your passion – on the best days, and the toughest.

This is Birmingham Women’s and Children’s Trust.

This is your place, our place, the place.

Patient Records and Digitisation Services Co-ordinator

NHS AfC: Band 3

Main area Administration Grade NHS AfC: Band 3 Contract Fixed term: 12 months (12 months) Hours Full time - 37.5 hours per week (Saturday and bank holiday rota in place) Job ref 284-26-7926018-CONH

Site Birmingham Children's Hospital Town Birmingham Salary £25,760 - £27,476 per annum Salary period Yearly Closing 01/09/2026 23:59 Interview date 28/09/2026

Flexible working arrangements may be considered and discussions with the recruiting manager regarding this are encouraged.

Job overview

To ensure that clinical documents are prepared correctly and scanned in for clinics and admissions as well as clinical documents not processed in the our electronic patient records .

Support the senior line management team with co-ordinating workload in the scanning bureau and health records areas. Liaising closely with the Deputy Operational Manager in supporting colleagues and junior teams.

Post holders will partake on a rota to ensure we have cover 365 days per year (including public holidays & Christmas Day ) as well as a Saturday rota as applicable.

Please note this role can be physically demanding and will require candidates to access various departments across the hospital sites.

Main duties of the job

The post holders will prepare documents for clinic attendances and admissions for scanning into the patients electronic paper records so that the clinical staff can deliver a safe attendance for the patient.

Clinical documents are also required to be scanned for post appointment and admissions and any patient related documents not recorded in the electronic paper record (e.g. copies of external documents).

They will also rotate with staff in the health records library, pulling notes for clinics and admissions, pull casenotes if requested, filing of casenotes, weeding, dealing with telephone and electronic requests for staff across the Trust.

Working for our organisation

Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.

Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.

Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.

Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Women’s and Children’s NHS Foundation Trust.

When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Person specification

Qualifications

• NVQ level 3 in admin or equivalent relevant qualification
• Educated to GCSE or equivalent level - English & Mathematics

Knowledge & Nature of Experience

• Knowledge of hospital departments
• Work in NHS admin role
• Related experience in NHS administration role or equivalent environment

Analytical and Judgement Skills

• Able to be meticulous and thorough with details.
• Ability to work under pressure using information to seek solutions to problems

Professional/Managerial/Specialist Knowledge

• Relevant evidence of working with EPR system or Equivalent
• NHS experience
• Training on the electronic scanning of medical Records process
• Experience working in a co-ordinator role
• Experience supervising junior staff

Personal Skills/Abilities and Attribtues

• Ability to prioritise workload
• To be organised and flexible to changing situations
• Ability to use initiative
• Demonstrate a commitment to delivering quality service
• Committed to undertaking training to fulfil the requirements of the role.

Other Requirements

• Demonstrate alignment with the values and beliefs of the Trust
• Demonstrate an understanding of the practices of equality and inclusion in the delivery of this role
• Punctual and flexible across hours of work when required

Physical skills

• Working knowledge of health and safety legislation

Sponsorship:

Please note, visa sponsorship is only available for certain roles in line with current UKVI regulations. Please ensure the role you are interested in meets the criteria for sponsorship before submitting your application. If you would like more information, please visit: UK Visas and Immigration - GOV.UK

Artificial Intelligence (AI):

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.

Reasonable Adjustments:

BWC is proud to be a Disability Confident Employer, committed to fostering an inclusive environment for those with a disability, long term health or mental health condition. The Disability Confident scheme means we actively encourage applications from people with disabilities, long term health or mental health conditions, and we want to ensure our recruitment practices are inclusive and accessible to all. Our aim is to get the best out of every individual and if successful for interview, you will be asked if you require any reasonable adjustments (special requirements). We will strive to support and accommodate these requests where possible.

Safeguarding

As a Trust employee you are required to comply with all legislation and guidance relating to safeguarding children and adults with care and support needs, and promoting their health and welfare. You are required to inform the Head of Safeguarding of any safeguarding concerns about your own children or children you live with. This information will be treated in a confidential manner.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Name Julie Khera-Thomas Job title Patient Admin Services Team Operational Manager Email address [e-mail] Telephone number 0121 333 8941