Records Services Clinic Prep Officer

Main area Admin Grade NHS AfC:
Band 2 Contract Permanent: fixed term Hours

• Full time
• Flexible working

Employer Calderdale and Huddersfield NHS Foundation Trust Employer type NHS Site Calderdale Royal Hospital Town Halifax Salary £25,272 per annum, pro rata Salary period Yearly Closing 25/05/2026 23:59 Interview date 04/06/2026

Calderdale and Huddersfield NHS Foundation Trust (CHFT) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics.

There are opportunities to flex the days of the week, hours and times of work and place of work including: part‑time, job‑share, flexible working hours and the possibility to work from home when appropriate. Please talk to us during the interview process to discuss any flexibility that you may require.

This is a 37.5 hour per week post working Monday to Friday.

It is an administrative led role that services and facilitates the preparation of patient information to aid the smooth running of the clinics in the Outpatients Department to cross cover Specialties. The post also requires a high-performance/high-quality service across all areas of Records Services (Library Services, Scanning Services and Clinic Preparation) in line with Service Level Agreements and the Department and Trust objectives.

Prerequisites for success in this role are the ability to work using your own initiative as well as part of a team, coupled with strong attention to detail, a focus on delivering exceptional quality in a highly productive environment, and good organizational and communication skills. The role requires confidence to work under pressure and to meet daily deadlines in an extremely busy department.

The post holder will be required to cross cover and work in other areas under the same management (The Records Services Department).

The Records Services and Clinic Prep Officer is responsible for delivering a high-performance/high-quality service across all areas of Records Services (Library Services, Scanning Services and Clinic Preparation).

The Officer will report to the Supervisor and work closely with all members of the Prep and Records Services Team.

• Develop working relationships with colleagues in other departments within the Trust and assist and advise where necessary.
• Access electronic case notes on the EDMS and produce barcodes for scanning.
• Enter data into the EPR system as required.
• Respond to all requests from EPR telephone calls or email in a timely and courteous manner.
• Escalate instances of missing information via the escalation procedure to the Supervisor.
• Create a work list from KP+ (Knowledge Portal) for all new appointments within 7 days.
• Create a work list from KP+ for all follow‑up appointments within 7 days.
• Identify relevant annotations and information on EPR, EDMS and other systems such as PASWEB, and add it to the post note on the clinic on EPR.
• Check KP+/clinic lists to identify if extras have been added to the clinic and create a minipack if required.
• Cross‑reference with the EYEV portal to ensure that the referral has been added to EPR.
• Ensure that Calderdale and Huddersfield NHS Foundation Trust policies and other regulations are applied as appropriate.

• Educated to GCSE Maths & English or equivalent grades 9-3 (A*-D).
• Level 2 qualification in Customer Service or Business Administration.

• Relevant experience in a customer setting/office.
• Relevant experience in a clerical role.
• An awareness of the importance of maintaining patient confidentiality.
• Evidence of working within documented procedures.
• Motivation to develop the role and themselves within the role.
• Accuracy, prioritisation and ability to meet deadlines.
• Methodical.
• Good organisational skills.
• Innovative and proactive.
• Excellent computer skills with knowledge of Microsoft packages.
• Good judgement.
• Quality Assurance across the Service Delivery process.
• Goal-oriented to meet targets set by management and agreed processes,…