Clinic Preparation Clerk

Transformationunitgm; Doncaster; On-site; GBP 25,000; Full time

Job summary

A healthcare organisation is seeking a Clinic Preparation Clerk to provide clerical support in their Medical Records Department located at Montagu Hospital. The role requires ensuring that patient casenotes are available and accurate, as well as liaising with various departments. Candidates should have administrative experience, excellent communication skills, and be able to work independently. This full-time position offers a salary of £24,465 per annum, and the organisation actively promotes flexible working arrangements.

Benefits

NHS Pension Scheme

Generous holiday entitlement

Comprehensive health and wellbeing support

Extensive learning opportunities

NHS Car Lease schemes

Qualifications

• Admin experience including filing and data input.
• Experience of working with Patient Administration Systems.
• Previous NHS or records experience.

Responsibilities

• Ensure patients' casenotes are available at the point of care.
• Pull and file medical records.
• Prepare and deliver casenotes for outpatient clinics.

Skills

Admin Experience

Proven communication skills

Attention to detail

Ability to work to deadlines

Problem-solving

Ability to work within a team

Education

GCSE/O Level English

GCSE/O Level Maths

RSA Level 1 keyboard skills

Job description

Main area: Clinic Preparation
Grade: Band 2
Contract: Permanent
Work schedule: Monday to Friday (core hours 8-5pm, various hours)
Hours: 37.5 hours per week (Monday to Friday, various hours)

• Full time
• Part time

Job ref: 272-7644963

Employer: Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust
Employer type: NHS Site: Montagu Hospital, Town: Mexborough
Salary: £24,465 Pro Rata Per Annum (Yearly)
Closing: 29/01/2026 23:59

Clinic Preparation Clerk

Band 2

Job overview

The Medical Records Department provides comprehensive clerical support to the trust in all aspects of patient records. The post holder will be required to work within the Montagu Hospital records office.

We have various hours and days to offer.

We securely store approx. 1.7 million volumes of patient records in 7 libraries on the three trust sites.

The post gives the post holder the opportunity to liaise with multiple areas, departments and personnel. By ensuring patients’ casenotes are available, the service we provide plays a crucial part of patient care.

All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality whilst upholding the Trust’s WE CARE values.

Main duties of the job

• Ensuring patients' casenotes are available at the point of care.
• Pull and file medical records, using Terminal Digit Filing and location based filing systems; record casenote transfers on iFIT.
• Responsible for locating, preparing (to a required standard) and delivering of casenotes for outpatient clinics according to departmental guidelines.
• Merge and amalgamate casenotes to ensure the correct/relevant volume is available at the point of care.
• Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct.
• Responsible for ensuring casenotes are tagged and associated correctly and correcting any errors.
• Have involvement towards the culling of casenotes in line with the Retention Policy.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under‑represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

Benefits

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice schemes
• Discounts on restaurants, getaways, shopping and finance through external providers.

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read this document carefully.

Note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

For individuals who may require sponsorship under the skilled worker or health & care visa route please use the link below to check your eligibility. Check if you need a UK visa - GOV.UK

Please note that from 9th April 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.

While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.

Relying solely on AI to write your application or supporting statement is not advocated by DBTH and could negatively impact your chances of success in the application process.

• Usually lack relevance and fail to address the key criteria outlined in the job description and person specification. may come across as generic and fail to distinguish you from other applicants.
• May be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers.
• May include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

Person specification

Qualifications & Training

• GCSE/O Level English or equivalent
• GCSE/O Level Maths or equivalent
• RSA Level 1 keyboard skills or equivalent experience

Knowledge & Experience

• Admin Experience including filing and data input
• Responsible for own workload
• Managing large volumes of work with deadlines
• To observe Trust Policies on handling confidential information
• Previous NHS or records experience
• Experience of working with Patient Administration Systems
• Filing systems
• Experience of working in a patient focused environment

Personal Attributes & Skills

• Ability to work within a team
• Proven communication skills with the ability to communicate confidently and effectively with all members of staff, patients and public
• Demonstrate accuracy and attention to detail
• Ability to work to deadlines
• Ability to work under pressure using own initiative but maintaining quality
• Ability to problem solve
• To work independently

• Please note that all correspondence will be sent to you via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

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