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University Hospitals Plymouth NHS Trust

Health Records Prepping Clerk

The closing date is 24 November 2025

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Job summary

The Central Prepping Team are looking for an enthusiastic and adaptable Prepping Clerk to work within the Prepping Team at Bush Park, Windsor House and Derriford Hospital.

The work is very busy, therefore the ability to prioritise your own workload and meet deadlines is essential. Applicants should also be able to demonstrate the use of their own initiative.

Applicants should be educated to GCSE grade A-C in Maths & English plus have an NVQ Level 2 in Business Administration or equivalent demonstrable experience. Applicants must have excellent keyboard and accuracy skills and should also be able to demonstrate an understanding of confidentiality and be able to work across both sites.

Please state in your supporting information why you are the ideal candidate for this role.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

  • Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.
  • Responsible for identifying, requesting collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all case notes required for clinics are prepared to the specification of each Specialty.
  • Uses the Information Technology associated with the role, in particular patient management systems, Prepping Application and Spreadsheets to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.
  • Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted

10 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year £24,465 Per Annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

216-LH-A7561662

Job locations

Windsor House

Tavistock Road

Plymouth

PL6 5UF


Job description

Job responsibilities

Clinic Preparation Duties

  • Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
  • Utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.

Print an up to date clinic attendance list prior to preparing clinic.

Request the allocated clinic health records from the Central Records Library.

Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines

Manually raise any new folders for patients without a paper health record and trace on patient management systems.

Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.

Prepare health records for allocated specialty clinics.

Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.

When the health record is received, organise the contents to comply with the Trust standard filing format.

Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

For further details please see the attached JD & PS

Job description

Job responsibilities

Clinic Preparation Duties

  • Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
  • Utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.

Print an up to date clinic attendance list prior to preparing clinic.

Request the allocated clinic health records from the Central Records Library.

Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines

Manually raise any new folders for patients without a paper health record and trace on patient management systems.

Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.

Prepare health records for allocated specialty clinics.

Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.

When the health record is received, organise the contents to comply with the Trust standard filing format.

Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

For further details please see the attached JD & PS

Person Specification

Knowledge and Experience

Essential

  • oDemonstrable clerical experience
  • oDemonstrable experience working with PC's and Microsoft applications
  • oDemonstrable experience of managing own workload and working to strict deadlines

Desirable

  • oTrust background and proven knowledge of patient management systems and a range of Health Records/Case note Procedures

Aptitude and Abilities

Essential

  • oManual handling, to safely carry, move, lift health records/case notes, load and unload blue boxes containing case notes and collect case notes from around the Hospital
  • oAccuracy and attention to detail
  • oExcellent communication and inter-personal skills

Qualifications

Essential

  • oNumeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
  • oNVQ L2 in Business Administration or equivalent demonstrable experience
Person Specification

Knowledge and Experience

Essential

  • oDemonstrable clerical experience
  • oDemonstrable experience working with PC's and Microsoft applications
  • oDemonstrable experience of managing own workload and working to strict deadlines

Desirable

  • oTrust background and proven knowledge of patient management systems and a range of Health Records/Case note Procedures

Aptitude and Abilities

Essential

  • oManual handling, to safely carry, move, lift health records/case notes, load and unload blue boxes containing case notes and collect case notes from around the Hospital
  • oAccuracy and attention to detail
  • oExcellent communication and inter-personal skills

Qualifications

Essential

  • oNumeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
  • oNVQ L2 in Business Administration or equivalent demonstrable experience

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Windsor House

Tavistock Road

Plymouth

PL6 5UF


Employer's website

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

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Windsor House

Tavistock Road

Plymouth

PL6 5UF


Employer's website

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

Employer contact details

For questions about the job, contact:

Prepping Support Manager

Nick Rounsfull

n.rounsfull@nhs.net

01752438397

Details

Date posted

10 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year £24,465 Per Annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

216-LH-A7561662

Job locations

Windsor House

Tavistock Road

Plymouth

PL6 5UF


Supporting documents

Privacy notice

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