Health Records Officer

Job overview

The Health Records Officer plays a vital role in providing routine clerical support within the Health Records Department, ensuring the delivery of an effective and efficient service to all users.

You will work as part of the Trust’s Digital Services Team, which offers significant benefits through shared learning to enhance patient services, as well as excellent opportunities for personal and professional development and career progression.

This role can be physically demanding.  In addition to working at a workstation, duties include regularly moving roll cages, transporting case notes using trolleys, and being on your feet for the majority of your shift.  You will be required to walk across hospital sites to locate casenotes, work at height, and safely handle large casenotes and bundles, which may weigh over 10 kg.

Main duties of the job

Duties include the retrieval and filing of case notes, as well as identifying and filtering records in accordance with Trust policies, key performance indicators (KPIs), and departmental standard operating procedures (SOPs).

You will ensure that all documentation is scanned accurately into the system, meeting agreed targets and timescales.

The role also involves reviewing both storage of case notes to support retention and destruction processes. This includes ensuring that all records correspond with the Patient Administration System (PAS) and comply with information governance standards.

All staff are expected to support other areas of the department as required to maintain service delivery.

This role can be physically demanding.  As well as working at a workstation, duties include include regularly moving roll cages, transporting case notes using trolleys, and being on your feet for the majority of your shift.  You will be required to walk across hospital sites to locate casenotes, work at height, and safely handle large casenotes and bundles, which may weigh over 10 kg.

Although primarily based at the Health Records Hub at Royal Derby Hosptial, you may occasionally be required to work at the Health Records Department based at The Johnson Building on Pride Park and in the Health Records Hub at Florence Nightingale Hospital.

Roles will be fixed term contracts until end of March 2027.

Closing date for applications: 25 June 2026 Interview date: 09 July 2026

Detailed job description and main responsibilities

Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB – this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click on the link to check your eligibility before applying for this post as we may be unable to provide sponsorship Skilled worker: Health and Care Visa | NHS Employers

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

If you are considering applying for an internal secondment, please ensure you have discussed this with your line manager and obtained their support prior to submitting your application.

Please be aware that there is no guarantee that you will be released from your substantive post, so you should seek approval before applying as you are applying or a Secondment.

If you have any questions or require further guidance, please contact the Recruitment Team.