The Newcastle upon Tyne Hospitals NHS Foundation Trust

Medical Records Clerk

The closing date is 23 November 2025

Job summary

We are looking for an individual who are organised, flexible, enthusiastic and well-motivated to take on the role of a Medical Records Clerk.

You will work closely with colleagues, contributing to all work carried out within the department. This will involve working within the Scanning Bureau, working in the Medical Records library and supporting colleagues, supervisors and management.

To join our team, you must be committed to the delivery of a first-class administrative service. As well as having strong communication and interpersonal skills. Previous experience working within a Medical Records setting is desirable, though not essential.

The successful candidate will join our dynamic team. You will take on a diverse range of responsibilities within our busy medical records library, supporting essential services while contributing to an exciting, large-scale digitisation project that is transforming how we deliver care.

Interview Date Thursday 04 December 2025
37 Hours 30 Minutes/Week
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy

NO AGENCIES PLEASE

Main duties of the job

To provide an effective and efficient medical records service that will deliver the timely availability of the medical record to support patient care
To manage the digitised data that forms part of the electronic patient record
To provide an effective and efficient Scanning Bureau service that will include the preparation, scanning, validation and uploading of diverse document types
To participate in the archiving process of the paper medical record
To undertake the prompt processing of the paper medical records library

About us

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Date posted

19 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

317-2025-46-012

Job locations

Royal Victoria Infirmary

317 02 Royal Victoria Infirmary

NE1 4LP

Job description

Job responsibilities

To undertake a wide and varied range of duties to ensure the timely retrieval and collation of case notes for all purposes including outpatient clinics, patient admissions, research and audit
To participate in the correct filing of all medical records within the library
To provide an effective and efficient archiving service in accordance with the Trust policy
To undertake the prompt processing of deceased patient records and to maintain the off site deceased records storage facility
To continue to develop and maintain competencies in all areas of work

Job description

Job responsibilities

To undertake a wide and varied range of duties to ensure the timely retrieval and collation of case notes for all purposes including outpatient clinics, patient admissions, research and audit
To participate in the correct filing of all medical records within the library
To provide an effective and efficient archiving service in accordance with the Trust policy
To undertake the prompt processing of deceased patient records and to maintain the off site deceased records storage facility
To continue to develop and maintain competencies in all areas of work

Person Specification

KNOWLEDGE

Desirable

Understanding of Medical Records Service

SKILLS

Essential

Ability to communicate with members of the public, all staff and health care providers
Organisational skills
Good Literacy and Numeracy skills
IT skills in Widows based applications

Desirable

IT skills/keyboard skills

EXPERIENCE

Essential

Previous clerical experience

Desirable

Experience in a busy working environment
Telephone experience

QUALIFICATIONS

Essential

NVQ level 2 or equivalent qualification / experience

Desirable

Qualifications in academic subjects

Person Specification

KNOWLEDGE

Desirable

Understanding of Medical Records Service

SKILLS

Essential

Ability to communicate with members of the public, all staff and health care providers
Organisational skills
Good Literacy and Numeracy skills
IT skills in Widows based applications

Desirable

IT skills/keyboard skills

EXPERIENCE

Essential

Previous clerical experience

Desirable

Experience in a busy working environment
Telephone experience

QUALIFICATIONS

Essential

NVQ level 2 or equivalent qualification / experience

Desirable

Qualifications in academic subjects

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.