Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Fixed term: 12 months (12 months)
- Hours
- Full time - 37.5 hours per week (Saturday and bank holiday rota in place)
- Job ref
- 284-26-7926018-CONH
- Employer
- Birmingham Women's and Children's NHS Foundation Trust
- Employer type
- NHS
- Site
- Birmingham Children's Hospital
- Town
- Birmingham
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 01/09/2026 23:59
- Interview date
- 28/09/2026
Employer heading
Patient Records and Digitisation Services Co-ordinator
NHS AfC: Band 3
Flexible working:
Flexible working arrangements may be considered and discussions with the recruiting manager regarding this are encouraged.
Job overview
To ensure that clinical documents are prepared correctly and scanned in for clinics and admissions as well as clinical documents not processed in the our electronic patient records .
Support the senior line management team with co-ordinating workload in the scanning bureau and health records areas. Liaising closely with the Deputy Operational Manager in supporting colleagues and junior teams.
Post holders will partake on a rota to ensure we have cover 365 days per year (including public holidays & Christmas Day) as well as a Saturday rota as applicable.
Please note this role can be physically demanding and will require candidates to access various departments across the hospital sites.
Main duties of the job
The post holders will prepare documents for clinic attendances and admissions for scanning into the patients electronic paper records so that the clinical staff can deliver a safe attendance for the patient.
Clinical documents are also required to be scanned for post appointment and admissions and any patient related documents not recorded in the electronic paper record (e.g. copies of external documents).
They will also rotate with staff in the health records library, pulling notes for clinics and admissions, pull casenotes if requested, filing of casenotes, weeding, dealing with telephone and electronic requests for staff across the Trust.
Working for our organisation
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.
Detailed job description and main responsibilities
Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Women’s and Children’s 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
Qualifications
Essential criteria
- NVQ level 3 in admin or equivalent relevant qualification
- Educated to GCSE or equivalent level - English & Mathematics
Knowledge & Nature of Experience
Essential criteria
- Previous experience in very busy administration environment.
- Ability to accurately file in strict alpha/numerical order
- Knowledge and Understanding of the Data protection act 1998 and patient confidentiality.
Desirable criteria
- Knowledge of hospital departments
- Work in NHS admin role
- Related experience in NHS administration role or equivalent environment
Analytical and Judgement Skills
Essential criteria
- Able to be meticulous and thorough with details.
Desirable criteria
- Ability to work under pressure using information to seek solutions to problems
Professional/Managerial/Specialist Knowledge
Essential criteria
- Relevant evidence of working with EPR system or Equivalent
- Computer skills including MS package
Desirable criteria
- NHS experience
- Training on the electronic scanning of medical Records process
- Experience working in a co-ordinator role
- Experience supervising junior staff
Personal Skills/Abilities and Attribtues
Essential criteria
- Ability to prioritise workload
- To be organised and flexible to changing situations
- Ability to use initiative
- Demonstrate a commitment to delivering quality service
- Committed to undertaking training to fulfil the requirements of the role.
Other Requirements
Essential criteria
- Demonstrate alignment with the values and beliefs of the Trust
- Demonstrate an understanding of the practices of equality and inclusion in the delivery of this role
- Team working
- Punctual and flexible across hours of work when required
Physical skills
Essential criteria
- Working knowledge of health and safety legislation
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Julie Khera-Thomas
- Job title
- Patient Admin Services Team Operational Manager
- Email address
- [email protected]
- Telephone number
- 0121 333 8941
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