Health Records Administrative Assistant

Health Records Administrative Assistant

The closing date is 13 July 2026

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 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 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.
• Collaborate with the Scanning Bureau team to ensure timely and accurate processing of records for upload to the EDMS.

About us

At East and North Hertfordshire Teaching NHS Trust, we are proud of the range of general and specialist services we provide and our 6,000 or so dedicated staff ensure our patients get the best care. Our ability to be flexible and innovative in the way in which we work and deliver our services to our catchment has never been more important than it is now.

We run the following hospitals:

• The Lister Hospital, Stevenage
• New Queen Elizabeth II (New QEII), Welwyn Garden City
• Hertford County, Hertford

We have ambitious plans to become an outstanding, patient led Trust where dedicated staff provide high quality, compassionate care to our patients. We continue to undergo significant transformation and our staff and patients are at the heart of delivering this ambitious agenda.

We are committed to a positive work life balance for our employees. This means that any employee is entitled to seek to work flexible working patterns and we are committed to listen and consider all requests. Such requests, of course, have to be made and considered formally, and will need to be balanced against service needs, but our starting point will always be to find ways to support making them happen.

Job responsibilities

Please see the attached Job Description and Person Specification applicant pack for further detailed information regarding this role.

Person Specification Qualifications

• NVQ Level 2 in Administration or equivalent experience
• Further qualifications or training in health records, administration, or information governance

Previous Experience

• Evidence of experience of office duties
• Experience handling confidential or sensitive data
• Experience using electronic records or patient administration systems (e.g. PAS, iFIT, EDMS)
• Previous employment in a health care setting

Skills

• Able to demonstrate good communications skills - verbal and written
• To work in an organized, 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
• Evidence of confidence, tact and diplomacy

Knowledge

• 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
• Knowledge of the hospital, support departments and patient pathway

Other requirements

• 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)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

East and North Hertfordshire Teaching NHS Trust