Patient Records and Digitisation Services Co-ordinator
At a glance
- Band
- Band 3
- Contract
- Fixed-term
- Pattern
- Full-time
- Posted
- 19/08/2026
- Closes
- 01/09/2026
Sponsorship verdict
Sponsorship is not clearly stated in this advert.
The advert didn't contain a clear role-specific sponsorship line, so HiveMind can't confirm eligibility. Verify with the recruiting manager or trust HR before you apply.
Role summary
This role involves preparing and scanning clinical documents for clinics and admissions into the electronic patient records system. The co-ordinator will also support senior management with workload coordination in the scanning bureau and health records areas. It requires participation in a rota for 365-day cover, including weekends and public holidays, and can be physically demanding, requiring access to various hospital departments.
Essential criteria
- NVQ level 3 in admin or equivalent relevant qualification
- Educated to GCSE or equivalent level - English & Mathematics
- Knowledge & Nature of Experience
- Previous experience in very busy administration environment.
- Ability to accurately file in strict alpha/numerical order
- Knowledge and Understanding of the Data protection act 1998 and patient confidentiality.
Desirable criteria
- 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
- Computer skills including MS package
- 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.
- 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
- Team working
- Punctual and flexible across hours of work when required
- Physical skills
- Working knowledge of health and safety legislation
- NVQ level 3 in admin or equivalent relevant qualification
- Educated to GCSE or equivalent level - English & Mathematics
- Knowledge & Nature of Experience
- Previous experience in very busy administration environment.
- Ability to accurately file in strict alpha/numerical order
- Knowledge and Understanding of the Data protection act 1998 and patient confidentiality.
- 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
- Computer skills including MS package
- 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.
- 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
- Team working
- Punctual and flexible across hours of work when required
- Physical skills
- Working knowledge of health and safety legislation
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 11d ago · Closes in 3d
Applications close soon — apply now if this is a fit.
Full advert · preview
Job summary
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.
Abo
Join the community to read the full pack, responsibilities and person-specification in one place.
Your seat is reserved — activate it
CareerHive is included with your CareerHive Skool community membership. If you haven't claimed your account yet, join the community (or sign in with the same email you joined with) to unlock the full advert, the apply link, HiveMind AI interview & application suite, your private vault, and daily sponsorship alerts.