Job summary A member of the Patient Administration Services Team responsible for obtaining medical records for patients' appointments and admissions, filing notes back into the library and maintaining the library. You will be working within a conscientious, hardworking team who strive to ensure the patients' medical records are available for the Consultants and Nurses when they review our patients. Preparing and accessing casenotes for all attendances and litigation requests. To maintain real-time data management and data quality at all times. To ensure clinical and nursing staff have adequate administrative cover 24 hours per day 365 days per year (including public holidays & Christmas Day) the post holder will be trained and subsequently rotate within all relevant areas managed by P.A.S.T. To support, supervise and co-ordinate cover of band 2 clerks when and where required. Main duties of the job Library Duties To ensure that all patients notes are filed away correctly into the Library. The patient's notes all need to be tracked correctly on the Lorenzo system. The patient's notes are pulled for patient's clinic appointments and admissions The patient's notes that can be sent offsite are weeded regularly from the library The patient's notes have the appropriate paperwork filed ready for their clinic appointment The patient's notes are bundled and labelled correctly to ensure the Porter's deliver the notes to the correct locations About us Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care. Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas. Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care. Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation. Date posted 14 April 2025 Pay scheme Agenda for change Band Band 3 Salary £24,625 to £25,674 a year per annum / pro rata Contract Fixed term Duration 12 months Working pattern Full-time Reference number 284-25-7044492-COFM Job locations Birmingham Women's Hospital Mindlesohn Way Birmingham B15 2TG Job description Job responsibilities Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust. When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable). Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment. Job description Job responsibilities Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust. When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable). Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment. Person Specification Essential Essential NVQ level 3 or equivalent knowledge and experience in Business Administration Knowledge of a range of administration procedures Willing to learn and develop work role in line with Performance Development expectations. To commit to attend training to fulfil the requirements of the role. Desirable Good standard of English and mathematics at GCSE level (or equivalent), grade C or above Computer skills - be fully conversant with PAS and other relevant computer systems. Previous work experience in patient administration environment Person Specification Essential Essential NVQ level 3 or equivalent knowledge and experience in Business Administration Knowledge of a range of administration procedures Willing to learn and develop work role in line with Performance Development expectations. To commit to attend training to fulfil the requirements of the role. Desirable Good standard of English and mathematics at GCSE level (or equivalent), grade C or above Computer skills - be fully conversant with PAS and other relevant computer systems. Previous work experience in patient administration environment 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 Birmingham Women's and Children's NHS Foundation Trust Address Birmingham Women's Hospital Mindlesohn Way Birmingham B15 2TG Employer's website https://bwc.nhs.uk/ (Opens in a new tab)