Job Description

Please note this role is currently only being advertised to staff members who are currently working within the Kent and Medway ICS.
To be an integral member of the Medical Records Department; to provide a first-class library, clinic preparation, and scanning service ensuring that:
Patient healthcare records are sorted, filed, and requested from the library, and dealt with in an appropriate manner and to agreed standards,

• Patient healthcare records are retrieved, prepared and dispatched to high quality standards
• All inbound clinic letters for private patients are uploaded to patient record via Hybrid Mail
• Patient Healthcare Records tracked and dealt with in an appropriate manner and to agreed standards

Main duties of the job

• Accurately and comprehensively record patient demographic and details on the Patient Administration System (PAS).
• Ensure that patient healthcare records are pulled and despatched in a timely manner for outpatient clinics and elective episodes, and other departments including Legal Services and Clinical Audits. Healthcare records are pulled according to the Trust policies and procedures, highlighting any problems to the Team Leader.
• Ensure patient healthcare records received or despatched are entered onto the tracking system on PAS.
• Accurately and comprehensively prepare healthcare records for clinics; investigate and locate missing healthcare records, GP referral letters. Create electronic healthcare records for all new patients to the trust.
• To facilitate the movement and confidentiality of healthcare records between various areas of the Trust as necessary, ensuring the safe use of trolleys and cages etc. during transportation of those healthcare records.
• To be efficient in forward and back scanning of patient healthcare records, including tracking, preparation, scanning, and uplifting with excellent attention to detail and to a high standing and in accordance to Trust policy.
• To provide administrative support or assist out-side your specific area of responsibility for any Health Records Department core services when requested by line managers and the Trust Healthcare Records Manager

About us
Maidstone and Tunbridge Wells NHS Trust ranks among the top 10 NHS Trusts nationwide and was named the second-best Trust to work for in the South East in the 2023 and 2024 NHS Staff Survey.
We are a large acute hospital trust in south-east England, providing general hospital services and specialist care to around 600,000 residents in West Kent and East Sussex. With a dedicated and diverse team of over 8,000 staff we are proud to offer specialised cancer services to over two million people through the Kent Oncology Centre.
Fordcombe Hospital, near Tunbridge Wells, became part of the Trust in October 2024. Specialising in planned care, it offers two operating theatres, 28 inpatient and day-care beds, diagnostic services (X-ray, MRI, CT, and endoscopy), and consultation/treatment rooms.
Looking for flexible working?We are a flexible working-friendly organisation. Whether it's adjusting your hours or exploring other flexible arrangements, we want to work with you to find the best solution for you, our patients, and the Trust. Talk to us about how we can accommodate your working needs.
Click here to hear what our staff say.
Joining us includes a comprehensive benefits package:

• At least 27 days of annual leave plus public/bank holidays (pro-rata for part-time staff).
• Membership in the NHS Pension Scheme, with a 20.6% employer contribution and life assurance benefits
• Blue Light card eligibility
• And more, additional benefits can be found in the benefits documents below

Details
Date posted
12 November 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
24,465 a year per annum pro rata
Contract
Permanent
Working pattern
Full-time, Part-time, Job share
Reference number
359-7002866-T2
Job locations
Fordcombe
Forcombe
TN3 0RD
Job description
Job responsibilities
Weve provided all the details you need about this role in the job description and person specification. Please take a moment to review the criteria in the person specification and share specific examples in your application that demonstrate how you meet these requirements. Please also check your application for errors/omissions prior to submission.
Please note that appointment to this post will be subject to a satisfactory Disclosure and Barring Service Check at Standard Level.
All successful applicants will be required to complete our corporate trust induction once a start date had been agreed.
Please note that the Fordcombe Site is located in a rural area with limited access via public transport. You will need to ensure you are available to attend the time during the day and evenings. Access to a vehicle is advantageous. Job description
Job responsibilities
Weve provided all the details you need about this role in the job description and person specification. Please take a moment to review the criteria in the person specification and share specific examples in your application that demonstrate how you meet these requirements. Please also check your application for errors/omissions prior to submission.
Please note that appointment to this post will be subject to a satisfactory Disclosure and Barring Service Check at Standard Level.
All successful applicants will be required to complete our corporate trust induction once a start date had been agreed.
Please note that the Fordcombe Site is located in a rural area with limited access via public transport. You will need to ensure you are available to attend the time during the day and evenings. Access to a vehicle is advantageous.
Person Specification
Skills
Essential

• Good verbal communication skills
• Good customer service skills
• An ability to follow instructions
• Good level of written and spoken English

Desirable

• Be able to cope with demanding work

Qualifications
Essential

• Good standard of general education to GCSE Standard, English & Maths or equivalent

Desirable

• Qualification at NVQ Level 2 customer services or administration, or equivalent experience

Experience/Knowledge
Essential

• Experience in record keeping / data entry
• Knowledge of Data Protection Act 2018
• Experience of working as part of a team or own initiative.

Desirable

• Reception experience
• NHS administration experience
• Knowledge of range of patient administration system and healthcare records procedures, acquired through experience

Person Specification
Skills
Essential

• Good verbal communication skills
• Good customer service skills
• An ability to follow instructions
• Good level of written and spoken English

Desirable

• Be able to cope with demanding work

Qualifications
Essential

• Good standard of general education to GCSE Standard, English & Maths or equivalent

Desirable

• Qualification at NVQ Level 2 customer services or administration, or equivalent experience

Experience/Knowledge
Essential

• Experience in record keeping / data entry
• Knowledge of Data Protection Act 2018
• Experience of working as part of a team or own initiative.

Desirable

• Reception experience
• NHS administration experience
• Knowledge of range of patient administration system and healthcare records procedures, acquired through experience

Skills Required