Medical Records Administrator (FTC)

Macclesfield, England, United Kingdom

6/10/2025

Job Description

Medical Records Administrator | Private Hospital | Macclesfield | Part-time | 25 hrs per week | Fixed-term contract for 12 months

Spire Regency Hospital, Macclesfield is currently looking for an experienced Administrator to join our Medical Records team on a part-time and fixed-term basis to cover maternity leave.

Spire Regency Hospital, Macclesfield takes pride in providing a high standard of care to all patients. With a wide range of specialties offered, you can get fast access to expert healthcare, from consultations and diagnosis to personalised treatment and aftercare.

Contract type: 12 months fixed-term maternity cover

Working hours: 25 hours per week; Monday through Friday between 8 am and 6 pm

As Medical Records Administrator, you will provide clerical support within the Medical Records Department to ensure an effective and efficient case note filing and extraction service to all users. This will include retrieval, tracking and filing of case notes, identify and filter case notes in accordance with Spire Policies.

Duties & Responsibilites (not Limited To)

• To record and track, the movement of case notes into each department using Trackfile
• To file case notes and other documentation in order to ensure a prompt and accurate retrieval service
• To extract case notes in a timely manner ensuring that items are correctly booked out of the library to the new destination and either sent or made available for collection to the ward, clinic or office requesting the notes
• To maintain case note folders to agreed standards: filing documentation within designated sections of the folders replacing contents into with new folders, in order to support clinicians in locating and recording information
• To check the case note attendance details, dates and alert sheets against the Patient Administration System to ascertain if the notes can either be destroyed, fall into the category of off-site storage or need to be merged with another active set of notes
• To assist in the maintenance of evidence files by checking for completeness, following up requests for missing items and ensuring that all documentation received is current and stored in a structured format in readiness for inspection
• To liaise with off-site storage representatives in order to ensure timely delivery and collection of case notes
  
  

Who We're Looking For

• Someone who is highly organised and accurate and works well to tight deadlines
• Ability to work with minimal supervision and to prioritise own workload
• Ability to work under pressure
• Manual handling experience
• Experience working in a similar environment would be beneficial but by no means necessary as full training will be provided
• Must be a good communicator and have good computer literacy
• Someone who works well as part of a team and able to take on instructions well and training
  
  

Benefits

We offer employees a competitive salary as well as a comprehensive benefits package which includes but is not limited to:

• 35 days annual leave inclusive of bank holidays - pro rata
• Employer and employee contributory pension with flexible retirement options
• ‘Spire for you’ reward platform - discount and cashback for over 1000 retailers
• Free Bupa wellness screening
• Private medical insurance
• Life assurance
• Free Car park
• Free DBS
• Free uniform
  
  

We commit to our employee’s well-being through work life balance, on-going development, support and reward.

Spire Healthcare is a leading independent hospital group in the United Kingdom and the largest in terms of revenue. From 39 hospitals and 50 clinics across England, Wales and Scotland, Spire Healthcare provides diagnostics, inpatient, day case and outpatient care.

For us, it's more than just treating patients; it's about looking after people.

Closing date: In order to streamline our recruitment process, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.