Job overview
We are recruiting for a Health Records Administrative Assistant who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients.
This is a key role supporting the safe management and digitisation of patient records across the Trust. You will be responsible for tracking of paper health records using the iFIT system, and for ensuring that records are accurately prepared to meet the required standards for scanning into the Trust’s Electronic Document Management System (EDMS). This includes removing fasteners, repairing documents, checking identifiers, and ensuring all records meet scanning standards. This role requires accuracy, good organisational skills, and a commitment to confidentiality. If you are you are ready to make a difference in how healthcare data is managed we would love to hear from you.
This position offers excellent career development opportunities within the NHS and serves as an ideal entry point for those looking to progress in healthcare administration.
At the heart of everything we do are our core values: Include, Respect, and Improve. We encourage you to embrace these values throughout the recruitment process and in your role with us.
Main duties of the job
Track patient health records using the iFIT tracking system, ensuring accurate tracking of all movement and activity.
Respond to clinical and administrative requests for records promptly and professionally.
Assist with the picking, filing and re-shelving of records in a correct and logical order when required.
Ensure accurate maintenance of library records, highlighting any discrepancies, missing files, or misfiled documentation to the supervisor. Preparation for Scanning
Collaborate with the Scanning Bureau team to ensure timely and accurate processing of records for upload to the EDMS.
Detailed job description and main responsibilities
Please see the attached Job Description and Person Specification applicant pack for further detailed information regarding this role.
Person specification
Skills
Essential
- Able to demonstrate good communications skills - verbal and written
- To work in an organised, methodical manner
- Be flexible and able to prioritise workload
- Evidence of polite, approachable and compassionate manner
- Evidence of working as an active and supportive team player
Desirable
- Evidence of confidence, tact and diplomacy
Knowledge
Essential
- Good understanding of how their current skills apply to this clerical role
- Understanding of the importance of patient confidentiality and data protection (e.g. GDPR)
- Awareness of the NHS Records Management Code of Practice
- Understanding of hospital departments and how patient records are used in clinical settings
Desirable
- Knowledge of the hospital, support departments and patient pathway
Qualifications
Essential
- NVQ Level 2 in Administration or equivalent experience
- Computer literate
Desirable
- Further qualifications or training in health records, administration, or information governance
Other requirements
Essential
- Understanding of, and commitment to, equality, diversity and inclusion
- Able to work with people at all levels of an organisation
- Ability to carry out physical aspects of the role (e.g. retrieving, carrying, or moving paper records)
Previous Experience
Essential
- Evidence of experience of office duties
- Experience handling confidential or sensitive data
- Email, Microsoft Word & Excel package experience
- Experience using electronic records or patient administration systems (e.g. PAS, iFIT, EDMS)
Desirable
- Previous employment in a health-care setting
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Applying for this NHS job
This advert is for Health Records Administrative Assistant with East and North Hertfordshire NHS Trust in Stevenage, East of England, England. It is listed as a Band 2 Administrative and IT role. The advertised salary is £25,272 per annum. The contract type is Permanent. The application deadline is 13 Jul 2026.
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