Health Records Administrator
At a glance
- Band
- Band 3
- Contract
- Permanent
- Pattern
- Part-time
- Hours / week
- 35
- Posted
- 10/09/2026
- Closes
- 24/09/2026
Sponsorship verdict
This contract type is not eligible for Skilled Worker sponsorship.
NHS Trusts cannot issue a Certificate of Sponsorship for part-time, bank, locum, zero-hours, job-share or short fixed-term (under 12 months) contracts under current Home Office rules. This applies even when the wider Trust holds a Skilled Worker licence.
Role summary
This is a Band 3 Health Records Administrator role based at West Suffolk Hospital and Sudbury Health Centre, working 35 hours per week. The main duties involve patient check-in/discharge, managing appointments, and ensuring data correctness for patient pathways. The role also includes reception duties, handling patient inquiries, and resolving complex health record issues while adhering to GDPR.
Key responsibilities
- Check-in & discharge patients, add new encounters, admit and discharge patients for minor operations.
- Book follow up appointments for rapid access clinics and virtual clinics.
- Complete outcomes for the PTL and coding, and rectify failed outcome codes.
- Manage the clinic reception area, communicating effectively with patients and escalating issues to the Nurse in Charge.
- Meet and greet patients on Outpatient Reception areas, ensuring a positive patient experience.
- Handle telephone enquiries professionally, adhering to GDPR, and investigate/resolve complex health record issues.
Essential criteria
- NVQ/BTEC/ILM Level 3 in relevant administration field or equivalent experience.
- Previous experience as an administrator/receptionist role, communicating with the general public.
- Knowledge of Information Governance requirements and GDPR (2018)
- Ability to analyse and interpret management and patient information and to make recommendations to others
- Knowledge of National guidelines for patients accessing hospital services who are not residing in the UK or for those who have residency of less than 12 months
- Communication with a wide range of multi-disciplinary teams and external agencies
- Working in an effective team
- Excellent interpersonal and communication skills
- Excellent verbal and written communication skills
- Ability to work with different staff groups across all levels of the organization.
- Ability to work calmly in a busy environment
- Excellent IT skills
- Ability to use problem solving skills
- Time management skills
- Able to manage own time and deliver personal objectives under pressure
- Ability to analyse and resolve complex patient appointment issues
- Able to utilise conflict resolution training techniques in highly stressful situations
- Diplomatic and calm under pressure.
- Approachable, friendly and supportive of others
- A genuine interest in contributing to kind and compassionate care within the Trust
- Emotionally robust and resilient to cope with all situations that may arise within the Outpatient Departments
- Flexible approach to working hours, both within and outside the constraints of the rota, with an ability to work on Saturdays, Bank Holidays and evenings as required
- Values the importance of good presentation
- Able to relate to all people, valuing individual qualities that contribute to team working and the outcomes of care delivery
- Adaptable and accepting of change within the job role to ensure an efficient service delivery
- Values the importance of positive patient experience
- Interest in personal and professional development
Desirable criteria
- Experience of working within the NHS
- Experience of working where data is confidential
- Experience of multi communications with a wide range of teams
- Specialised knowledge Meridian
- Specialised knowledge of E-Care, OpenEyes, Choose & Book Referrals, Self-Check Kiosk & Bookwise & knowledge of Radar incident reporting
- Ability to work autonomously, using own initiative
- Ability to prioritise work load
- Understanding of risk management and health and safety issues, raise incidents on Radar
- Knowledge of health records
- Knowledge of e-Care or other NHS computer programmes
- Medical terminology
Useful to know
Agenda for Change 2024/25 pays Band 3 at £24,625 – £25,674 a year, across England.
This advert: £25,760 – £27,476 — outside the standard scale; check for HCAS/London weighting.
Posted 1d ago · Closes in 14d
Plenty of time to prepare a strong application.
Full advert · preview
West Suffolk NHS Foundation Trust
Health Records Administrator
The closing date is 24 September 2026
Job summary
An exciting opportunity has arisen within the Health Records team based at the West Suffolk Hospital and Sudbury Health Centre. This role is a band 3 clerical admin role, working 35 hours per week. Usual hours 08.30-17.00.
Main duties of the job
To check-in & discharge patients, add new encounters, admit and discharge patients for minor operations, book follow up appointments for rapid access clinics, virtual clinics, complete outcomes for the PTL and coding
To be responsible for the clinic reception area, ensuring patients are communicated to effectively and their needs are responded to as and when required, escalating poorly patients to the Nurse in Charge.
To have extensive knowledge of the RTT to enable the Administrator to make a judgement according to the pathway on which outcome code is applicable to the treatment received. To ensure that failed outcome codes are rectified and appointments modified to ensure data correctness
To meet and greet patients on Outpatient Reception areas, in an appropriate, polite and helpful manner to assist in ensuring the patient experience is as positive and pleasant as possible in line with the Trust 'Putting You First' initiative.
Demonstrate professionalism when dealing with telephone enquiries whilst adheri
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