Digital Health Records Administrator | Great Western Hospitals NHS Foundation Trust


Company:	The Great Western Hospitals NHS FT
Salary:	£25,272 per annum pro rata
Hours:	Full-time
Location:	Swindon, SN3 6BB
Job type:	Permanent
Posting date:	17 Jul 2026
Closing date:	16 Aug 2026

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Summary

To provide an efficient Health Records Service throughout the Trust in both paper and digitized records.

To prioritise duties to meet the changing and conflicting demands of the Trust, ensuring that paper records are available, prepared and correctly formatted.

To maintain a high level of quality & accuracy when preparing and scanning digital records.

To be employed and carry out duties on any section as required by the department.

PREVIOUS APPLICANTS NEED NOT APPLY

To work with the digital Records team leads for digitising case notes, to move from paper to digital records. Prepping, scanning and data quality, accessing the digitised records. All staff will be required to prepare, index and scan records following the Trusts policy & procedure.

To produce and retrieve loose paper records/ skinny files from departments in readiness for scanning.

To ensure case note files are correctly formatted, well presented and in good condition.

To print lists / labels in advance of clinic.

To search for case notes which are tracked to other areas within the Trust, for patient appointments.

To ensure all records are tracked correctly using the Case note tracking system on PAS.

Request case notes from off- site storage, using web based ordering system.

To adhere to Trust departmental Health & Safety policies and procedures with regard to moving and handling health records whether individually or boxed using manual aids provided (e.g. Trolleys, ladders or kick stools)

Employees will commit to personal development, mandatory training and participate in regular staff appraisals and 1-1 meetings.

To carry out any other duties as may be determined by the Health Records digital Manager.

We are proud to be part of BSW Hospitals Group – a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

To retrieve and prepare paper case notes required for outpatient clinics either by tracking and despatching records in response to requests/pulling lists or prepping/scanning case notes ready to commit to Electronic Document Repository Management System (EDRMS)To prioritise duties to meet the changing and conflicting demands in Outpatient clinics, rescheduling tasks as necessary and providing a prompt response to requests for records required at short notice.

To archive case notes according to local procedure, updating the Patient administration system (PAS).

Process incoming referrals, both digital and paper, register referrals on PAS whilst maintaining accurate and high standards of data quality, register new patients on PAS ensuring all required data items are completed.

To cover main Atrium reception during periods of annual leave/sickness absence.

This advert closes on Monday 27 Jul 2026

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