Main area Medical Records Grade Band 2 Contract Permanent Hours Full time - 37.5 hours per week (37.50 hours per week) Job ref 279-7005381-APR25
Employer 279 University Hospitals Sussex NHS Foundation Trust Employer type NHS Site Worthing Town Worthing Salary £24,169 per annum pro rata Salary period Yearly Closing 15/04/2025 23:59
Band 2
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First. In fact, our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work-life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
We are looking to recruit 2 full-time members of staff to complement our existing Medical Records team to work at the Worthing site. Medical Records is responsible for the maintenance, preparation and prompt delivery of patients’ case notes for their outpatient appointments as well as the administration of emergency admissions to the hospital.
The post holder is responsible for the preparation, maintenance and scanning of patient case notes for outpatient and inpatient episodes of care as well as emergency/elective admissions onto the electronic document management system (EDMS).
Main duties of the job
Medical Records operates a 24 hour service across our current 3 hospitals sites; Worthing, Southlands and Chichester, and is undergoing many changes following the introduction of digital records, and more recently the merge with both Royal Sussex County Hospital & Princess Royal Hospital, to create the new UHSussex Trust.
We require applicants who are highly motivated, able to work under the pressure of deadlines, adaptable, quick to learn a variety of tasks, and possess good communication skills.
Knowledge of computer systems in addition to evidence of recent clerical experience is essential and working in a healthcare setting would be an advantage.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
* Communications and Relationship skills
o To deal with enquiries in an efficient, polite and courteous manner, providing a caring and helpful service to patients, staff and the public.
* Analytical and Judgemental skills
o To establish the nature of a request for patient health records and process in accordance with office procedures.
o To prioritise workload to ensure patient health records are available to clinicians when attending the hospital for treatment, within agreed departmental timescales.
* Planning and Organisational skill
o To facilitate the administration of the Emergency Admissions team, Elective admissions and Outpatient clinics by locating, preparing and delivering patient casenotes and related documentation to the wards, Accident and Emergency Department and designated outpatient clinics to agreed departmental timescales.
o To participate in local rota arrangements for covering bank holiday duties as agreed with line manager.
o To undertake to ensure the availability of the patients’ health records in accordance with departmental procedures, maintaining accuracy and compliance of the system to facilitate a reliable and efficient access 24/7.
o To send and receive health records to and from other designated sites as requested on a daily basis prioritising urgent requests.
* Policy and Service Development Implementation
o To comply with all departmental procedures to ensure the provision of an accurate and consistent service throughout the department.
Person specification
Qualification
* Good general education including English and Maths GCSE or equivalent
* NVQ or equivalent experience
* Knowledge of scanning
* Knowledge of a local patient administration system
Experience
* Clerical Experience
* Experience of working in a confidential environment (including telephone contact)
Skills
* Articulate - able to communicate clearly - verbally and written
* High standards of interpersonal relationships working in a team environment
* Display a flexible approach to work and the ability to cope with changes in the environment
Analytical and Judgmental
* Ability to use initiative
* Ability to manage and prioritise workload
Planning and Organisational
* Ability to work under pressure
* Ability to work to and meet deadlines
* Demonstrate an understanding of patient confidentiality
* Knowledge of working in a health care setting
Information Resources/IT
* Ability to understand new systems and comply with changes to working practices
* Experience of Microsoft Excel and Word
* Knowledge of data input and use of database
Personal Qualities
* Team worker, ability to work autonomously
* Smart dress, neat and tidy appearance, articulate
* Honesty and integrity, mature and caring disposition, empathy and sensitivity. Committed, motivated attitude to work.
Specific Requirements
* Willingness to work outside of normal office hours
Policy & Service Development
* Ability to understand and review departmental procedures
* Willing to follow procedures and instructions
* Ability to be involved in development and review of procedures
* Ability to teach / train new staff
Equality, Diversity & Inclusion
* Evidence of having championed diversity in previous roles (as appropriate to role).
* Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
Please note, the use of AI generated applications will be closely monitored. It is at the managers discretion to reject your application if they feel the majority has been created through the use of AI tools.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications.
Further Information
For help with the application process for Nursing vacancies, please email uhsussex.nursingteam@nhs.net.
For help with the application process for Non-Nursing vacancies, please email uhsussex.nonnursingteam@nhs.net.
Employer certification / accreditation badges
Name Jayne Varga Job title Medical Records Supervisor Email address j.varga@nhs.net Telephone number 01903 205111 Additional information
Olga Serdiuk email o.serdiuk@nhs.net 01903 205111 Ext 86377
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