Health Records Administrative Assistant

Job overview

We are recruiting for a Health Records Administrative Assistant who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients. This key role supports the safe management and digitisation of patient records across the Trust. You will be responsible for tracking paper health records using the iFIT system and ensuring that records are accurately prepared to meet the required standards for scanning into the Trust’s Electronic Document Management System (EDMS).

This includes removing fasteners, repairing documents, checking identifiers, and ensuring all records meet scanning standards. The role requires accuracy, good organisational skills, and a commitment to confidentiality.

This position offers excellent career development opportunities within the NHS and serves as an ideal entry point for those looking to progress in healthcare administration.

Track patient health records using the iFIT tracking system, ensuring accurate tracking of all movement and activity.

Respond to clinical and administrative requests for records promptly and professionally.

Assist with the picking, filing and re‑shelving of records in a correct and logical order when required.

Ensure accurate maintenance of library records, highlighting any discrepancies, missing files, or misfiled documentation to the supervisor. Preparation for scanning.

Collaborate with the Scanning Bureau team to ensure timely and accurate processing of records for upload to the EDMS.

Prepare records for scanning by removing fasteners, repairing documents, checking identifiers, and ensuring that all records meet scanning standards.

Maintain accurate records of any issues or discrepancies, and report them to the supervisor promptly.

• NVQ Level 2 in Administration or equivalent experience
• Further qualifications or training in health records, administration, or information governance

• Evidence of experience of office duties
• Experience handling confidential or sensitive data
• Experience using electronic records or patient administration systems (e.g. PAS, iFIT, EDMS)
• Previous employment in a health‑care setting

• Able to demonstrate good communication skills – verbal and written
• Can work in an organised, methodical manner
• Be flexible and able to prioritise workload
• Evidence of a polite, approachable and compassionate manner
• Evidence of working as an active and supportive team player
• Evidence of confidence, tact and diplomacy

• Good understanding of how current skills apply to this clerical role
• Understanding of the importance of patient confidentiality and data protection (e.g. GDPR)
• Awareness of the NHS Records Management Code of Practice
• Understanding of hospital departments and how patient records are used in clinical settings
• Knowledge of the hospital support departments and patient pathway

• Understanding of and commitment to equality, diversity and inclusion
• Able to work with people at all levels of an organisation
• Ability to carry out the physical aspects of the role (e.g. retrieving, carrying, or moving paper records)

When you apply...

Please note we do not offer visa sponsorship for roles unless clearly stated in our adverts. This means that even if you have the right to work currently but will require new sponsorship, your application will not be considered.

Vacancies may close earlier than the advertised closing date where a high volume of applications are received. We therefore encourage you to submit your application as soon as possible to avoid missing out on the opportunity to join the Trust or develop your career with us.

Secondments / Fixed term

Where a vacancy is advertised as a temporary position, the duration will be specified in the advert. If the vacancy becomes permanent towards the end of the specified duration, the successful applicant may not be required to re‑apply and can be slotted into the role on a permanent basis if appropriate.

If you are an internal applicant applying for a temporary working arrangement, please see the attached notes on secondments.

Committed to our Community

East and North Hertfordshire Teaching NHS Trust is committed to equality, diversity and inclusion for all job applicants, staff, patients and the wider community. We aim to create a workforce that represents the communities we serve and welcome applications from all backgrounds, including candidates with disabilities and those under‑represented in the workforce.

We understand the importance of balancing work and home life. We are committed to supporting flexible working where possible, and all employees are encouraged to discuss potential for flexible working.

We are proud to be a Disability Confident employer and achieved our status in 2019.