Barnsley Hospital NHS Foundation Trust

1159 - Admin Manager - Scanning Bureau & Archive Services

The closing date is 24 September 2025

Job summary

This is new exciting opportunity for a highly motivated, flexible individual to join the team providing an expert medical records management/ forward scanning service and managerial supervision to this team. You will be responsible for the supervision of a number of band 2 & 3 administrative staff and the system administration of the Mediviewer EDMS and the iFit tracking system.

You will support the Department Lead in aspects of performance management including induction and training for new staff and ongoing support and competency assessment for the medical records administration team and scanning operators. You will be actively involved in improvement programmes such as upgrades to software and changes to standard operating procedures.

For this role you will be educated to diploma level or hold relevant, equivalent experience. You will also have experience in supervising in a NHS/Healthcare environment and working knowledge of NHS administrative processes. A ccomprehensive, working knowledge of Core Medical Records functions is essential in this role as the post holder will be expected to deputise for the Medical Records & General Office Manager, as and when required. This includes Subject Access Requests (SARs), NHS Eligibility, Cashiers Office and Post Room function. Detailed knowledge of the Data Protection Act 2018 and current Information Governance processes is also required.

Main duties of the job

The Medical Records Core team at Barnsley Hospital NHS Foundation Trust are looking to recruit anAdministration Managerfor our Forward Scanning Bureau and Library Archive Service.

This postholder will undertake a key role for the day to day management and performance of all aspects of the Health Records Core Services and related electronic systems.This will include the line management of the Medical Records staff.

You will also be expected to support the Health Records & General Office Operational Manager to ensure the provision of health records services and provision of functions associated with the hospitals Subject Access Team.

You will assist in providing leadership, supervision and resolving operational issues to ensure that all Medical Records Core services (Including the postal service, cashiers office and health records) are available at the point of need and managed in line with local and national requirements.

Act as an agent of change, focusing on service productivity and efficiency across the departments within the Health Records & General Office remit with emphasis on the change related to the Digital strategy.

With excellent verbal/written communications skills you will have the ability to communicate effectively at all levels, work on your own initiative without supervision and prioritise your workload as necessary.

For further information please contact Carol Cunliffe on Telephone 01226431830

About us

We reserve the right to close positions early

Barnsley Hospital NHS Foundation Trust is a high performing Trust, currently rated Good by the Care Quality Commission (CQC) and achieving significant progress in the delivery of our strategic objectives, including our ambition to be the best Place to Work

We scored best in the country in the most recent NHS Staff Survey for teamwork, compassionate leadership, and supporting work/life balance. In 2024's survey, the Trust also scored above average in every theme of the NHS People Promise the promise NHS colleagues make to each other to improve the experience of working in the NHS for everyone

We are proud of the commitment of our colleagues to ensuring a strong and sustainable future and our organisation is highly valued by our local communities

There has never been a better time to join Barnsley Hospital. It is moving at pace and a we can do this attitude is evident right through the organisation

Barnsley Hospital NHS FT is committed to promoting equality of opportunity and fair treatment to all applicants

For individuals who may require sponsorship under the skilled worker or health & care visa route please use the link on the right hand side of the advert to check your eligibility, please note that band 2 and 3 entry roles are no longer eligible for sponsorship

The cost of the DBS (criminal records check) for Band 6 and above roles will only be met by the successful candidate(s) through salary deduction

Date posted

17 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9163-1159E-09-25

Job locations

Pogmoor Road

Barnsley

South Yorkshire

S75 2EP

Job description

Job responsibilities

Please refer to the attached Job Description and Person Specification for full details of the role and responsibilities.

Supporting Documents

Please refer to the values-based recruitment guidance and associated documentation.

Job description

Job responsibilities

Please refer to the attached Job Description and Person Specification for full details of the role and responsibilities.

Supporting Documents

Please refer to the values-based recruitment guidance and associated documentation.

Person Specification

Values based questions

Essential

In around 100 words please describe what Equality & Diversity means to you and why they are important
In around 100 words please describe what motivates you to do a good job

Skills and Abilities

Essential

Time management skills
Organisational skills
Excellent Communication skills - written and oral
Influencing and persuasion skills
Supervisory Skills
Ability to work in a team
Ability to work on own initiative and without supervision
Ability to prioritise own and others work
Able to use own initiative
Audit skills
Ability to produce concise reports/documents
Ability to work to tight deadlines under pressure, but maintaining accuracy
Transmission of complex and highly confidential information whilst maintaining sensitivity
Able to be flexible and adaptable
Assertiveness
Reliable
Ability to maintain concentration whilst dealing with frequent interruptions

Knowledge and Awareness

Essential

Have a working knowledge of electronic patient record systems
Knowledge of Data Protection Act (GDPR)
Knowledge of Subject Access Request (SARs) processes
Information Governance knowledge
Knowledge of the Records code of Practice and British standards pertaining to scanned records
In depth knowledge and understanding of the need for confidentiality
Knowledge of the legal aspects of record keeping and medical legal notes provision
Working knowledge of Microsoft office suite of packages i.e. word, excel, e-mail, e- folders
Knowledge/experience of a customer care environment
Knowledge of quality issues and working to standards
Knowledge of Health and Safety requirements

Qualifications

Essential

Minimum of 5 GCSEs including English and Maths, or equivalent
Diploma or equivalent relevant experience
Evidence of personal/professional development
ECDL or equivalent skill

Desirable

Management qualification
Willingness to undertake further study as needed.
Certificate of the Institute of Health Records and Information Management (IHRIM)

Experience

Essential

Experience of working within a complex Records and/or Reception environment within the NHS at supervisory level or above
Experience and skill in scanning health records
Extensive experience of staff supervision
Experience of Service Improvement
Able to motivate and provide staff leadership

Person Specification

Values based questions

Essential

In around 100 words please describe what Equality & Diversity means to you and why they are important
In around 100 words please describe what motivates you to do a good job

Skills and Abilities

Essential

Time management skills
Organisational skills
Excellent Communication skills - written and oral
Influencing and persuasion skills
Supervisory Skills
Ability to work in a team
Ability to work on own initiative and without supervision
Ability to prioritise own and others work
Able to use own initiative
Audit skills
Ability to produce concise reports/documents
Ability to work to tight deadlines under pressure, but maintaining accuracy
Transmission of complex and highly confidential information whilst maintaining sensitivity
Able to be flexible and adaptable
Assertiveness
Reliable
Ability to maintain concentration whilst dealing with frequent interruptions

Knowledge and Awareness

Essential

Have a working knowledge of electronic patient record systems
Knowledge of Data Protection Act (GDPR)
Knowledge of Subject Access Request (SARs) processes
Information Governance knowledge
Knowledge of the Records code of Practice and British standards pertaining to scanned records
In depth knowledge and understanding of the need for confidentiality
Knowledge of the legal aspects of record keeping and medical legal notes provision
Working knowledge of Microsoft office suite of packages i.e. word, excel, e-mail, e- folders
Knowledge/experience of a customer care environment
Knowledge of quality issues and working to standards
Knowledge of Health and Safety requirements

Qualifications

Essential

Minimum of 5 GCSEs including English and Maths, or equivalent
Diploma or equivalent relevant experience
Evidence of personal/professional development
ECDL or equivalent skill

Desirable

Management qualification
Willingness to undertake further study as needed.
Certificate of the Institute of Health Records and Information Management (IHRIM)

Experience

Essential

Experience of working within a complex Records and/or Reception environment within the NHS at supervisory level or above
Experience and skill in scanning health records
Extensive experience of staff supervision
Experience of Service Improvement
Able to motivate and provide staff leadership

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 details

Employer name

Barnsley Hospital NHS Foundation Trust

Address

Pogmoor Road

Barnsley

South Yorkshire

S75 2EP

Employer's website

https://www.barnsleyhospital.nhs.uk (Opens in a new tab)

Employer details

Employer name

Barnsley Hospital NHS Foundation Trust

Address

Pogmoor Road

Barnsley

South Yorkshire

S75 2EP

Employer's website

https://www.barnsleyhospital.nhs.uk (Opens in a new tab)