Medical Records Clerk

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Medical Records Clerk

The closing date is 23 November 2025

We are looking for an individual who is organised, flexible, enthusiastic and well‑motivated to take on the role of a Medical Records Clerk.

You will work closely with colleagues, contributing to all work carried out within the department. This will involve working within the Scanning Bureau, working in the Medical Records library and supporting colleagues, supervisors and management.

To join our team, you must be committed to the delivery of a first‑class administrative service and possess strong communication and interpersonal skills. Previous experience working within a Medical Records setting is desirable, though not essential.

The successful candidate will join our dynamic team. You will take on a diverse range of responsibilities within our busy medical records library, supporting essential services while contributing to an exciting, large‑scale digitisation project that is transforming how we deliver care.

- Interview Date Thursday 04 December 2025

- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENCIES PLEASE

Main duties of the job

- To provide an effective and efficient medical records service that will deliver the timely availability of the medical record to support patient care

- To manage the digitised data that forms part of the electronic patient record

- To provide an effective and efficient Scanning Bureau service that will include the preparation, scanning, validation and uploading of diverse document types

- To participate in the archiving process of the paper medical record

- To undertake the prompt processing of the paper medical records library

About us

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

- Freeman Hospital

- Royal Victoria Infirmary (RVI)

- Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)

- Newcastle Dental Hospital

- Newcastle Fertility Centre

- Northern Centre for Cancer Care, North Cumbria

- Northern Genetics Service

- Cramlington Manor Walks

These include a range of flagship services which deliver cutting‑edge care (supported by state‑of‑the‑art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under “Documents to download” or “Supporting documents”.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Job responsibilities

- To undertake a wide and varied range of duties to ensure the timely retrieval and collation of case notes for all purposes including outpatient clinics, patient admissions, research and audit

- To participate in the correct filing of all medical records within the library

- To provide an effective and efficient archiving service in accordance with the Trust policy

- To undertake the prompt processing of deceased patient records and to maintain the off‑site deceased records storage facility

- To continue to develop and maintain competencies in all areas of work

Person Specification

KNOWLEDGE

- Understanding of Medical Records Service

SKILLS

- Ability to communicate with members of the public, all staff and health care providers

- Organisational skills

- Good Literacy and Numeracy skills

- IT skills in Windows based applications

EXPERIENCE

- Previous clerical experience

- Experience in a busy working environment

QUALIFICATIONS

- Qualifications in academic subjects

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

The Newcastle upon Tyne Hospitals NHS Foundation Trust

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