North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st July 2026 to become Bristol NHS Foundation Trust. This creates an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people.
Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.
We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.
Our job adverts may close as soon as sufficient applications have been received.
Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.
Job Overview
- The post holder will undertake supervision and line management of the Health Records department. ensuring that a high quality, patient focused service is always delivered.
- This will include organising and delegating workloads, prioritising work as required. Providing advice and guidance to staff on disclosing information that patients or their relatives might require. This must be in accordance with current legislation.
- The post holder’s duties will include overseeing the safe use of equipment, managing stock, ordering spares and supplies, and deputising for the Service Manager when needed.
- To be responsible for the induction and training needs of staff within the Health Records Department.
- To be immediately responsible for the team’s activity output including the preparation of health records, ensuring all case notes are available for either outpatient or inpatient events.
- To ensure all documentation relating to patients’ clinics or admission are prepared and delivered to the appropriate department within agreed timescales adhering to departmental guidelines and Standard Operating Procedures (SOPs).
Please see the attached Job Description for more in depth details on your roles and responsibilities.
Providing support to the team, training new starters and undertaking annual appraisals.
Attending operations meetings and have regular communication and cooperation with other departments.
Purchase Ordering of office supplies and stock accessories, liaising with suppliers to ensure a smooth flow of incoming stock. Dealing with supplier returns as required.
To prioritise, control and coordinate all incoming admin work according to urgency.
To produce office and departmental administrative process guides and systems, also to be confident in implementing procedural changes that will improve the efficiency of the service.
Provide support to Service Manager deputising as required. Delegating work.
Main duties of the job
- Offering patients, clients, and their families non-clinical support, including information, guidance, and assistance with administrative matters.
- To be responsible for overseeing all administrative function of the service, always ensuring efficiency and professionalism. Undertaking surveys or audits as necessary.
- Provide support to the team, training new starters and undertaking annual appraisals.
- Attending operations meetings and have regular communication and cooperation with other departments.
- Purchase Ordering of office supplies and stock accessories, liaising with suppliers to ensure a smooth flow of incoming stock. Dealing with supplier returns as required.
- To prioritise, control and coordinate all incoming admin work according to urgency.
- To produce office and departmental administrative process guides and systems, also to be confident in implementing procedural changes that will improve the efficiency of the service.
- Provide support to Service Manager deputising as required. Delegating work.
Please see the attached Job Description for more in depth details on your roles and responsibilities.
Detailed Job Description And Main Responsibilities
- To act as a Super User for the EDMS system, undertaking support functions and updating letters and documents on the system and liaising with the software supplier in the event of system errors or issues.
- Other duties appropriate to the grade as agreed between the post holder and manager.
- To assist with training and development of all staff and ensure that staff attend and are up to date with mandatory training courses.
- To manage staff using performance management policies and procedures, as delegated by the Head of Health Records to ensure the expected standard is reached. At times, this could involve staff who are distressed, where confidentiality and sensitivity must be exercised.
- Liaison with multi wards/departments, external sources to ensure case notes availability to meet clinic and inpatient deadlines and Key Performance Indicators (KPIs) targets.
- To ensure that all skinny files needed for scanning are located and scanned in line with the Trust policy.
- To assist in the development of and with adherence to departmental SOPs and policies.
- To prioritise and manage the administrative workload of designated outpatient clinics and inpatients.
Person specification
Education/Training/Qualifications
- Experience of using Microsoft Office programmes, including Excel, Word, and Outlook
- Ability to hold a working knowledge of Health Records Management standards, with the ability to impart this to others as required.
Desirable criteria
- Knowledge of the Trust’s current PAS (Patient Administration system)
We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.
- As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
- The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support – developing exceptional people for exceptional careers.
- BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
- To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
- If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
- The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
- By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
Important
Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.
Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. If you are interested and you meet the requirements of the Person Specification, only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job. As a guide interviews should usually take place within 3 weeks of the closing date.
When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.
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