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NB: This vacancy closed to applications on 26/07/2019.

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Medical Records Administration/Clerical Officer – Library

Job Reference: 412-DCSS-1007

Mid Cheshire Hospitals NHS Foundation Trust
Medical Records
Leighton Hospital, Crewe Middlewich Road Crewe Cheshire CW1 4QJ
£17,652 to £19,020 pa

Are you looking for a physical challenge where you can make a difference for our patients? If so this role may be a perfect opportunity for you.

Mid Cheshire Hospitals NHS Foundation Trust has a clear vision: “To deliver excellence in healthcare through innovation and collaboration”. The Medical Records department forms part of the Diagnostics and Clinical Support Services Division.

The Medical Records Library provides health records for the clinical teams with approximately 23,000 patient records requested on a monthly basis and 29,000 returned to the Library in the same timeframe.

This is an extremely busy department which works 24 hours a day, 7 days a week across 365 days per year. Shift working is an essential part of this role and the successful candidates will be expected to work flexibly as and when required, to cover the patient demand.

To manage health records effectively, the successful candidate will be required to retrieve, file and archive individual patient records. At times patient demographic updates will be requested and the successful candidate will be expected to communicate with a wide range of professionals within the Trust and across the health economy.

The role involves a significant amount of repetition; therefore it is essential for the right candidate to demonstrate attention to detail over a prolonged period of time. A positive attitude to problem solving is required.

Health records are currently paper based at the Trust, however over the next few years there is a drive towards the introduction of electronic patient records. The successful candidate will be an integral part of this service transformation.

If you are the successful candidate, you will be expected to provide a professional service for our patients, ensuring confidentiality at all times. The department are continuously looking to improve the service offered and all members of the team are encouraged to suggest new ideas and ways of working.


At times of high patient demand, there may be a need to work flexibly across different teams within the department.

The teams within Medical Records provide the following functions:

  1. Appointments – responsible for booking outpatient appointments, managing waiting lists and liaising directly with patients or carers. This role is desk based.
  2. Reception – welcoming patients to the hospital, reviewing key patient information is entered accurately within the patient administration system and confirming attendance/rescheduling urgent follow-up appointments. This role is desk based.
  3. Call Centre – a central contact centre that manage telephone queries from patients/ carers and requests to rebook appointments. This role is desk based.
  4. Library – responsible for storage, retrieval and management of patient health records. This role can be physically demanding.


Successful applicants will need to demonstrate:

  • Excellent communication skills
  • Customer service experience
  • Computer literacy
  • Self- motivation
  • Good organisational skills
  • Ability to pay attention to detail

Mid Cheshire Hospitals NHS Foundation Trust manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich and Elmhurst Intermediate Care Centre in Winsford. We are the Lead Employer for Central Cheshire Integrated Care Partnership (CCICP) which aims to transform, develop and deliver health care services in the community.

The Trust has been rated ‘Good’ by the Care Quality Commission (CQC) following the recent inspection of its services and leadership and Mid Cheshire Hospitals Foundation Trust has been named a Top40 hospital at CHKS Top Hospital Awards 2019.

Our clinical facilities are excellent, as we have invested in state of the art theatres, Critical Care, Emergency Department and our Childrens Wards (to name but a few). We have also invested in our people, ensuring we have the right number of the right people delivering care, fostering a culture of compassion, support and excellence.

Following an NHSI initiative to establish 29 Pathology networks across England the University Hospital of North Midlands is currently working closely with Mid and East Cheshire NHS Trusts to establish a Pathology network across Staffordshire and Cheshire.


  • Correspondence will be sent to the email address registered to your NHS Jobs account
  • Recruitment is based on the Trust's values and behaviours
  • Please provide a contact email address for referees
  • Appointments are subject to a 6 month probationary period
  • You will be required to pay for a DBS disclosure where the post requires one
  • MCHFT does not reimburse travel to interview expenses
  • Should you require a reasonable adjustment to our recruitment process, please contact or tel. 01270 273937 to discuss

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.

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