This job is now closed
Job Description
- Req#: B0374-25-0041?language=en&page=703&sort=publicationDateDesc
- Ensure electric cars are fully charged
- Tyre pressure is maintained
- Van petrol level is sufficient
- Clean all vehicles inside and out when in your use
- Remove old details and NHS number
- Endeavour to find new details for patient
- Merge when confirmed same patient
- Ensure electric cars are fully charged
- Tyre pressure is maintained
- Van petrol level is sufficient
- Clean all vehicles inside and out when in your use
- Remove old details and NHS number
- Endeavour to find new details for patient
- Merge when confirmed same patient
- Good general education
- Must have literacy and numeric skills
- Provide evidence of computer skills
- NVQ II or equivalent level knowledge
- Previous knowledge of Lorenzo an advantage
- Driving/Storage experience
- Health Records experience
- Previous clerical experience
- Knowledge of working to deadlines
- Articulate and able to communicate clearly: verbally and written
- Good interpersonal skills
- Able to work effectively as a team member
- An understanding of confidentiality
- Competent to communicate with all grades of staff and public
- Recognises own limitations
- Receptive to change
- Flexible
- Demonstrate and use own initiative
- Clean Driving Licence
- Keen to develop personal skills
- Good general education
- Must have literacy and numeric skills
- Provide evidence of computer skills
- NVQ II or equivalent level knowledge
- Previous knowledge of Lorenzo an advantage
- Driving/Storage experience
- Health Records experience
- Previous clerical experience
- Knowledge of working to deadlines
- Articulate and able to communicate clearly: verbally and written
- Good interpersonal skills
- Able to work effectively as a team member
- An understanding of confidentiality
- Competent to communicate with all grades of staff and public
- Recognises own limitations
- Receptive to change
- Flexible
- Demonstrate and use own initiative
- Clean Driving Licence
- Keen to develop personal skills
Job summary
We are seeking enthusiastic people to join our Health Records Logistics team , supporting the provision of our three services.
This post is for 2 part time posts.
Hours will be 10 hour shifts 08:30-19:00 on Monday and Tuesday and the other person covering Thursday and Friday.(This may be altered in the future to cover until 20:00pm)
This post is predominantly office based with small elements of driving when required. For this reason a full clean license is needed.
For further queries please contact Kayleigh Elliot on 01926 495321 ext. 4143
Main duties of the job
As part of a team, to carry out manual lifting and handling and administrative duties in relation to Health Records, Storage and Logistics. To ensure best practice is maintained at all times, with support from the Team Leader and Liaison Officer. This job may be physically demanding at times.
About us
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick and Stratford and Nuneaton hospitals; estates and facilities management at Stratford hospital, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
Details
Date posted
25 June 2025
Pay scheme
Other
Salary
£24,168 a year pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
203-SWFTCS158
Job locations
Warwick Hospital
Warwick
CV34 5BW
Job descriptionJob description
Job responsibilities
Principle duties will be in one of the following areas within Storage, transport driving and library office:
Storage
Collect all items for storage from trust departments on request this involves lifting and handling
File into storage facility
Record location of storage items on spreadsheet
Check contents of all boxes are relevant for storage
Contact department if inappropriate items stored i.e. passed destruction dates
Retrieve paperwork or items from storage boxes on request
Investigate and find paperwork for areas that have not made a list of contents for the box they have sent to storage; use the information you have for all other boxes belonging to that area to check inside each one
Monitor destruction dates
When destruction date identified for disposal contact department storing items to confirm the date is correct and item can be disposed of
Dispose of any items that pass the destruction date securely in confidential waste
Ensure the storage facility is clean and tidy and there are no obstructions
Ensure storage facility alarm is set and doors are secure before you move away from the building
Transport
Driving and taking responsibility of the trust vehicles including:
Hold a clean driving licence
Inform manager immediately should you be given any points on your licence
Read and adhere to Workplace Transport Policy
Read and adhere to Drivers handbook
Receive full training on lifting and handling protocol
Adhere to all Trust protocol regarding usage of all vehicles, taking responsibility during usage
Have full training in use of electric cars
Deliver and collect daily from Stratford-Upon-Avon, Ellen Badger and Rehab Hospital
Collect and deliver Pharmacy drugs to other hospitals and patients prescriptions to their homes
Have full spillage training for transporting Pharmacy items
Collect and deliver Orthotics boxes to other hospitals and patients items to their homes
Collect and deliver Scanning Bureau boxes to home workers
Collect and deliver community boxes
Ad-hoc collection and deliveries to meet the trust needs
Maintaining the trust vehicles including:
Be prepared to work after shift hours as driving runs may over-run
Liaise with all parties involved in transport of items
Health Record Duties
Print lists for specific forthcoming clinics and admissions
Pull Patient Healthcare Records (PHCR) for specific clinics, referrals and TCIs from file to send to Scanning Bureau (SB)
Deliver by hand PHCR to SB for priority scanning
Ensure active/temporary records are issued for selected clinics, planned admissions and emergency admissions following process in line with SBs SOP
Inform SB of any requests where PHCR are already with them waiting to be scanned
Make extensive efforts to locate the original PHCR in the records library This will include checking the batch lists, searching last known location
When PHCR are located off site, telephone the relevant hospital/ organisation and request their return
Process deceased PHCR to include calculating their destruction date, following national guidelines
Track deceased records on Lorenzo and ensure reference box number is entered in the comments
Add deceased box reference number to spreadsheet
Merge complex duplicate registrations, contact GPs if required
Process sensitive adoption information including:
Input and extract data from Lorenzo and NHS Strategic Tracing Service
Locate and physically amalgamate the PHCR where appropriate or forward any documentation to the SB if one record has already been scanned
Pre-register and deliver new folders for unknown babies born at Warwick Hospital prior to birth ensuring Delivery Suite have sufficient stock each week
Run Pregnancy Estimated Delivery Date (EDD) report 2-3 times prior to month of delivery with the first run at least 3 months ahead. Any notes in file for upcoming deliveries are sent to SB
Create active folder for all EDD pregnancies
Register new patients to the Trust ensuring beyond reasonable doubt they do not already have a UR number allocated by checking previous surnames, DOB and different spellings etc.
Amend demographic details on Lorenzo (including deaths) as notified by patient letter, telephone call, GP, etc.
Pre-register and deliver new folders for A&E Unknown patients
Any A&E Unknown patients registered using the pre-registered PIDs, locate folder issued and try to find details of the patient, update Lorenzo, merge with current PID if already registered
Monitor A&E Unknown patient folders and issue new ones keeping limit at 50 available
Pre-register Major Incidents patients using the phonetic alphabet spreadsheet so as not to duplicate names
Prepare new folders for Major Incidents patients inserting all relevant and up to date paperwork
Track and file Future Appointment Shelf active records into library
Participate in all audit requests
Order from off-site storage company the return of the original PHCR
Any loose paperwork post 2014 sent to SB
Pre 2014 historical paperwork check notes location. If paper records still in library, then file. If record is already scanned send to SB
Check Health Records email daily and process requests
Answer telephone queries
Open and distribute incoming post Redirect patients private mail as necessary to wards, other hospitals or to patients home address making sure to avoid distress to relatives if patient is deceased
Log and return other hospitals PHCR
Frequent lifting of heavy boxes and movement of cages obtaining PHCR is required
Remove confidential waste ensuring in appropriate bags and dispose of accordingly
Ensure work area cleaned daily
All Other Duties
Maintain patient confidentiality at all times
Track PHCR using the computerised system to the correct location
Liaise with security when visiting remote areas. Use and return keys to office
Ensure storage library alarm is set and building is secure before you leave
To perform general administrative duties in order to maintain the effective working of the Health Records Department
Exposure to sensitive/distressing case note contents
Exposure to dust from storage of historic records
Perform basic maintenance of printer and bar code machine
Reporting of IT, maintenance and supply problems
Report all incidents
Photocopying
Frequently use a VDU (50+% of daily hours worked)
Job responsibilities
Principle duties will be in one of the following areas within Storage, transport driving and library office:
Storage
Collect all items for storage from trust departments on request this involves lifting and handling
File into storage facility
Record location of storage items on spreadsheet
Check contents of all boxes are relevant for storage
Contact department if inappropriate items stored i.e. passed destruction dates
Retrieve paperwork or items from storage boxes on request
Investigate and find paperwork for areas that have not made a list of contents for the box they have sent to storage; use the information you have for all other boxes belonging to that area to check inside each one
Monitor destruction dates
When destruction date identified for disposal contact department storing items to confirm the date is correct and item can be disposed of
Dispose of any items that pass the destruction date securely in confidential waste
Ensure the storage facility is clean and tidy and there are no obstructions
Ensure storage facility alarm is set and doors are secure before you move away from the building
Transport
Driving and taking responsibility of the trust vehicles including:
Hold a clean driving licence
Inform manager immediately should you be given any points on your licence
Read and adhere to Workplace Transport Policy
Read and adhere to Drivers handbook
Receive full training on lifting and handling protocol
Adhere to all Trust protocol regarding usage of all vehicles, taking responsibility during usage
Have full training in use of electric cars
Deliver and collect daily from Stratford-Upon-Avon, Ellen Badger and Rehab Hospital
Collect and deliver Pharmacy drugs to other hospitals and patients prescriptions to their homes
Have full spillage training for transporting Pharmacy items
Collect and deliver Orthotics boxes to other hospitals and patients items to their homes
Collect and deliver Scanning Bureau boxes to home workers
Collect and deliver community boxes
Ad-hoc collection and deliveries to meet the trust needs
Maintaining the trust vehicles including:
Be prepared to work after shift hours as driving runs may over-run
Liaise with all parties involved in transport of items
Health Record Duties
Print lists for specific forthcoming clinics and admissions
Pull Patient Healthcare Records (PHCR) for specific clinics, referrals and TCIs from file to send to Scanning Bureau (SB)
Deliver by hand PHCR to SB for priority scanning
Ensure active/temporary records are issued for selected clinics, planned admissions and emergency admissions following process in line with SBs SOP
Inform SB of any requests where PHCR are already with them waiting to be scanned
Make extensive efforts to locate the original PHCR in the records library This will include checking the batch lists, searching last known location
When PHCR are located off site, telephone the relevant hospital/ organisation and request their return
Process deceased PHCR to include calculating their destruction date, following national guidelines
Track deceased records on Lorenzo and ensure reference box number is entered in the comments
Add deceased box reference number to spreadsheet
Merge complex duplicate registrations, contact GPs if required
Process sensitive adoption information including:
Input and extract data from Lorenzo and NHS Strategic Tracing Service
Locate and physically amalgamate the PHCR where appropriate or forward any documentation to the SB if one record has already been scanned
Pre-register and deliver new folders for unknown babies born at Warwick Hospital prior to birth ensuring Delivery Suite have sufficient stock each week
Run Pregnancy Estimated Delivery Date (EDD) report 2-3 times prior to month of delivery with the first run at least 3 months ahead. Any notes in file for upcoming deliveries are sent to SB
Create active folder for all EDD pregnancies
Register new patients to the Trust ensuring beyond reasonable doubt they do not already have a UR number allocated by checking previous surnames, DOB and different spellings etc.
Amend demographic details on Lorenzo (including deaths) as notified by patient letter, telephone call, GP, etc.
Pre-register and deliver new folders for A&E Unknown patients
Any A&E Unknown patients registered using the pre-registered PIDs, locate folder issued and try to find details of the patient, update Lorenzo, merge with current PID if already registered
Monitor A&E Unknown patient folders and issue new ones keeping limit at 50 available
Pre-register Major Incidents patients using the phonetic alphabet spreadsheet so as not to duplicate names
Prepare new folders for Major Incidents patients inserting all relevant and up to date paperwork
Track and file Future Appointment Shelf active records into library
Participate in all audit requests
Order from off-site storage company the return of the original PHCR
Any loose paperwork post 2014 sent to SB
Pre 2014 historical paperwork check notes location. If paper records still in library, then file. If record is already scanned send to SB
Check Health Records email daily and process requests
Answer telephone queries
Open and distribute incoming post Redirect patients private mail as necessary to wards, other hospitals or to patients home address making sure to avoid distress to relatives if patient is deceased
Log and return other hospitals PHCR
Frequent lifting of heavy boxes and movement of cages obtaining PHCR is required
Remove confidential waste ensuring in appropriate bags and dispose of accordingly
Ensure work area cleaned daily
All Other Duties
Maintain patient confidentiality at all times
Track PHCR using the computerised system to the correct location
Liaise with security when visiting remote areas. Use and return keys to office
Ensure storage library alarm is set and building is secure before you leave
To perform general administrative duties in order to maintain the effective working of the Health Records Department
Exposure to sensitive/distressing case note contents
Exposure to dust from storage of historic records
Perform basic maintenance of printer and bar code machine
Reporting of IT, maintenance and supply problems
Report all incidents
Photocopying
Frequently use a VDU (50+% of daily hours worked)
Person SpecificationPerson Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Skills
Essential
Desirable
Personal Qualities
Essential
Other
Essential
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Skills
Essential
Desirable
Personal Qualities
Essential
Other
Essential
Additional informationDisclosure 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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
SWFT Clinical Services Ltd
Address
Warwick Hospital
Warwick
CV34 5BW
Employer's website
https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)
Employer details
Employer name
SWFT Clinical Services Ltd
Address
Warwick Hospital
Warwick
CV34 5BW
Employer's website
https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.
Notice
Talentify is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
Talentify provides reasonable accommodations to qualified applicants with disabilities, including disabled veterans. Request assistance at accessibility@talentify.io or 407-000-0000.
Federal law requires every new hire to complete Form I-9 and present proof of identity and U.S. work eligibility.
An Automated Employment Decision Tool (AEDT) will score your job-related skills and responses. Bias-audit & data-use details: www.talentify.io/bias-audit-report. NYC applicants may request an alternative process or accommodation at aedt@talentify.io or 407-000-0000.