The Royal Wolverhampton NHS Trust

Departmental Administrator/PA – Health Records Services

The closing date is 05 October 2025

Job summary

This post holder is expected to produce governance and compliance audits against policy and reports are linked to multiple ongoing projects and risks at both Trusts including digitisation, EPR, loose filing, incident reporting, and casenote tracking. The post holder will complete IG reporting, monitoring and assurance for the Trust and Executives, the development of critical policies and procedures Trust-wide, and the administrative functions supporting the Group and Deputy Group Head of Health Records Services at both Trusts.

Main duties of the job

This post holder is responsible for the coordination and assisting review and approval of clinical documentation as part of the Health Records Documentation Approval Group.

Other main responsibilities include coordination of the Health Records Project Group to oversee the basic standards of documentation and procedures linked to clinical and health records standards across both Trusts. This post also includes involvements in major transformational projects within Health Records Services such as offsite storage, management of change exercises, and overseeing and approving the destruction and retention of records to meet GDPR regulations.

The post holder should be proactive and confident, have excellent Microsoft package experience and skills, particularly in Excel, and excellent planning and organisation skills.

About us

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Date posted

22 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year (Subject to AFC Approval)

Contract

Permanent

Working pattern

Full-time

Reference number

225-CORP-7308540

Job locations

RWT AND WHT

Wolverhampton and Walsall

WV10 0QP

Job description

Job responsibilities

General

43 The post involves working in a busy office environment across both New Cross and Walsall manor hospital sites with minimum supervision and potentially high workload. The post holder will be required to organise and prioritise work accordingly and be able to cope with pressure of competing demands.

44 Document all office procedures which should reflect the latest legislation/practices nationally/Trust wide and locally to ensure continuity of service in the event of annual/sick leave.

45 Undertake all mandatory training as required by the Trust and the ability/willingness to undergo further training as necessary.

46 To be aware and adhere to all Trust/Departmental policies and procedures. Regularly review departmental policies and procedures that are date specific and bring these to the attention of the line manager to seek a review and reflect current legislation.

47 To ensure that correspondence is handled and dealt with appropriately in terms of security and confidentiality, and that it is delivered promptly to the addressee.

48 To ensure that all correspondence relating to identifiable patient information is handled confidentially.

49 To co-ordinate health and safety functions within the department.

50 Managing and organising the offices. Any concerns relating to working/office practices that cannot be resolved by the post holder should be notified to the line manager.

51 Maintaining security for stock control and office keys and equipment.

52 Health and safety are the responsibility of all staff. Any issues unable to be resolved should be passed to the line manager for action.

53 Report promptly any equipment failure/fault to appropriate department and raise the necessary paperwork/requisition. Follow up work carried out and keep a record of work completed.

54 Make judgement around completeness of reports and advise accordingly. Provide printed reports for meetings if requested.

55 Recording Risks where appropriate and instructed. Escalating and advising on risks raised to appropriate members of the department.

56 To undertake any other duties commensurate with the band and responsibility of the post as directed by the Head of Health Records & Switchboard Services.

Please see attached job description for full list of responsibilities