Health Records Clerical Officer

From the exceptional opportunities we offer, to the remarkable care we provide for our patients, we think there is something special about working here.

If you feel like you would like to be a part of our friendly team, please complete an application and start your journey to become a part of Team Stockport.

There are lots of good reasons to choose to come and work at Stockport NHS Foundation Trust. A dynamic integrated Trust with integrity and vision. Exactly the same qualities you’ll see in yourself. Stockport NHS Foundation Trust aims to be the organisation of choice for patients and an employer of choice for staff. In order to continually improve all aspects of our patient experience, we rely upon having a highly skilled, motivated, diverse, productive and patient focused workforce.

Stockport Foundation Trust is one of four ‘specialist’ hospital sites in Greater Manchester. Being a ‘specialist’ hospital will enhance our general surgery, anaesthetics, critical care and emergency medicine for the benefit of people in Stockport, High Peak, Cheshire and across Greater Manchester.

In your application for this post, please describe how your experience and skills align with 'Our values-based behaviours' ( see additional documentation) and provide examples.

Greater Manchester Continuous Service Commitment

As well as recognising previous NHS service, Stockport NHS Foundation Trust is a member of the Greater Manchester Continuous Service Commitment. If you are currently employed by Greater Manchester Local Authority, Combined Authority, GMFRS, TfGM as well as other public service organisations, Stockport NHS Foundation Trust will recognise your previous service for sickness and maternity/paternity/adoption entitlement and also for annual leave purposes (providing there has been no break in service). If you currently work for one of the above organisations and successfully apply for a post with Stockport NHS Foundation Trust, please ensure the Recruitment team are aware so that this service is reflected in your contract of employment.

Job overview

Join our Health Records team and play a key role in supporting patient care across Stockport NHS Foundation Trust.

We are looking for a motivated and organised individual to join our busy department. Working as part of a friendly and supportive team, you will help ensure patient information is accurately managed and available when needed to support clinical services.

The role will involve either working within the Evolve Team , sorting, indexing and scanning confidential patient records into electronic systems, or supporting the Clinic Preparation and Reception Team , preparing records for clinics and undertaking administrative duties.

We are seeking someone with good IT skills, excellent attention to detail, strong organisational abilities, and a methodical approach to work. The successful candidate will be flexible, adaptable, and able to work accurately in a fast-paced environment.

Full training and ongoing support will be provided, including training on Trust information systems and other areas of the Health Records Service.

Important Notice on Visa Sponsorship Eligibility

Please note that whilst the trust does offer sponsorship this role is unfortunately not eligible for visa sponsorship under the UK Health and Care Worker visa route. This is due to the position not meeting the required skill level set by UK Visas and Immigration.

We appreciate your interest in this opportunity and encourage applications from candidates who already have theright to work in the UK .

Main duties of the job

As a Health Records Clerical Officer, you will support the delivery of safe and effective patient care by ensuring patient records are managed accurately, efficiently and confidentially across Stockport NHS Foundation Trust.

Working as part of a busy and supportive team, you will assist with the day-to-day operation of the Health Records Service.

Evolve Team

The main focus of the role will be within the Evolve Team, where you will be responsible for sorting, indexing and scanning confidential patient records into the Trust's electronic document management system. You will undertake quality checks to ensure records are accurately captured, maintain high standards of confidentiality and information governance, and work to agreed targets and deadlines in a fast-paced office environment.

Clinic Preparation and Reception Team

You may also support the Clinic Preparation and Reception Team by preparing patient records for clinics and appointments, accurately inputting clinic outcome information onto Trust systems, providing a professional reception service, and responding to enquiries from clinical and administrative colleagues.

The successful candidate will be flexible and adaptable, with the ability to work across different areas of the department as required. Training will be provided to support both operational needs and personal development within the Health Records Service.

Working for our organisation

We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.

If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.

We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

Benefits we offer to you:

• Between 27-33 days of annual leave plus bank holidays
• Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
• Cycle to work scheme
• Salary finance – for loans, savings, budget planning and tips on managing debt
• Stockport Credit Union– for local financial advice

Detailed job description and main responsibilities

Main duties of the job

As a Health Records Clerical Officer, you will be a key member of the Health Records team, helping to ensure that patient information is processed accurately, securely, and efficiently to support the delivery of high-quality patient care across Stockport NHS Foundation Trust.

Working within a busy and dynamic department, you will contribute to the effective day-to-day running of the Health Records Service, ensuring patient records are available, up to date, and accessible for clinical teams when needed.

Evolve Team

A significant part of the role will involve supporting the Trust's electronic document management system, Evolve. Key responsibilities include:

• Sorting, indexing, scanning, and validating confidential patient documentation.
• Undertaking quality assurance checks to ensure scanned records are complete, accurate, and correctly assigned.
• Processing high volumes of information while maintaining strict confidentiality and compliance with information governance standards.
• Working within a target-driven environment to meet service objectives and deadlines.
• Supporting the ongoing digitisation of patient records to improve accessibility and efficiency across the Trust.

Clinic Preparation and Reception Team

There may also be opportunities to support the Clinic Preparation and Reception Team through:

• Preparing and managing patient records for outpatient clinics and appointments.
• Accurately recording and updating clinic outcome information on Trust systems.
• Providing a professional and courteous reception service within the Health Records Department.
• Responding to enquiries and assisting colleagues with the retrieval and management of patient records.

The successful candidate will be expected to work flexibly across the department and will receive training in other areas of the Health Records Service, enabling them to support operational requirements while developing a broad understanding of the service.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust’s policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.

If successful this vacancy will require a Standard DBS check at a cost of £26.90. This cost will be deducted from your first Trust salary.

In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.

Person specification

Education & Qualifications

• Good general education – 4 GCSE’s/ Level 2 NVQ or equivalent experience
• ECDL/CLAIT Qualification or working towards or equivalent experience

Experience

• Awareness and understanding of importance of confidentiality
• Work independently and as part of a team
• Familiarity with hospital Patient Administration System (PAS) or other computer systems
• Experience of working directly with medical staff and other NHS Allied Health Professionals

Knowledge

• General knowledge of office/admin procedures
• Experience of Microsoft Office
• Knowledge of health records

Skills & Ability

• Good communication skills (written and verbal).
• Competent at a range of duties, within 6 months (achieved through on-the-job training, competency sign-off & reviews
• Accuracy and attention to detail
• Able to work flexibly in a team
• Able to carry out routine duties, adapt and reprioritise according to patient and service needs as necessary
• Able to work on prioritise and plan in delivery of own workload using own initiative
• Basic computer skills with the ability and willingness to develop further IT skills.
• Able to challenge unacceptable behaviour and escalate issues/ concerns both timely and appropriately
• Understanding of manual handling techniques.

Applicants are encouraged to read the documents attached to this vacancy before applying, including the job description and person specification and the information for applicants which includes useful information to assist you in completing your application.

From time to time we may need to close a vacancy early when in receipt of a sufficient number of applications. If you are interested in this post and wish to be considered, we strongly advise you to complete and submit your application as soon as possible.

Please note that all correspondence will be via your NHS Jobs account. Unfortunately we are not able to acknowledge each application. If you do not hear from us within four weeks of the closing date, please consider that you have not been shortlisted on this occasion. Please also note that Stockport NHS Foundation Trust are unable to refund Interview expenses or re-location costs.

Stockport NHS Foundation Trust is committed to promoting and championing a culture of diversity, fairness and equality for all applicants and employees. Applications are welcomed from all backgrounds and we strive to reflect the community we serve in our diverse workforce. Our "two tick" kite mark guarantees a candidate with a disability, who fulfills the essential criteria, an interview at the Trust. We can make reasonable adjustments, and offer support and advice in a variety of ways on request.

At the Trust we always adhere to the UK Visas and Immigration rules pertaining to right to work; candidates who do not hold UK or Republic of Ireland citizenship are required to obtain a Certificate of Sponsorship (CoS) to be eligible to apply for either a Health and Care visa or Skilled Worker visa which allows them to work in the UK, unless they have eligibility to work in the UK via another route.

To avoid disappointment, candidates wishing to apply for a role at the Trust who do not hold UK or Republic of Ireland citizenship and who would require a CoS from an employer, should carry out a self-assessment process to identify the likelihood of obtaining CoS by visiting Work in the UK.

Use of Artificial Intelligence (AI) If you choose to use AI when writing a job application, it is essential to personalise the content, particularly the supporting statement. AI cannot fully understand the specific context or requirements of a role and may generate inaccurate or misleading information. Over ‑ reliance on AI can reduce an applicant’s chances of success, as it cannot effectively demonstrate how individual knowledge, experience, and skills meet the job criteria. Applicants should ensure their statements reflect a personal voice and avoid a generic or robotic tone.

Please note that we monitor the use of AI in applications. Applicants who use AI are required to declare this as part of the application process.

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

The vacancy may close early if it attracts a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Name Vicki Haughey Job title Directorate Support Manager - Health Records Email address Telephone number

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