Medical Records Supervisor

An excellent opportunity has arisen to join the Patient Services Team at Newark Hospital, supporting the supervision of staff within the Case Note Store and Clinic Prep areas.

This role offers valuable experience for anyone looking to progress within patient administration and develop strong supervisory skills. Working closely with the Associate Outpatient Clinic Reception and Medical Records Manager, and supported by a Medical Records Supervisor, you will help ensure that well-prepared case notes are available for all outpatient attendances and emergency admissions.

Key responsibilities include the day-to-day supervision of staff, ensuring teams are supported in locating, preparing, and providing case notes efficiently. You will assist with recruitment and selection, oversee induction and training in collaboration with departmental trainers, and manage sickness reporting and return-to-work interviews. You will also prepare and adjust staff rotas to maintain service continuity. In the absence of the Associate Manager, you will provide support to the Clinic Reception Team and help maintain smooth operational flow across both areas.

This part-time role is based primarily within Medical Records, with the expectation of cross-covering Outpatients during periods of leave. Strong communication, organisational skills, and the ability to motivate staff are essential to meeting service requirements and ensuring high-quality patient support.

Apply now to join our team!

Main duties of the job

To understand the role in more detail, please refer to the attached job description and person specification.

Person specification

Knowledge

Essential

• Computer literate with excellent keyboard skills equivalent to RSA I Ability to use spreadsheets

Desirable

• Knowledge of 18 week pathways
• Working knowledge of PAS and the NHS in general.

Qualifications

Essential

• Good general education including English GCSE at grade C or above (or equivalent)
• Education/Ability equivalent A level standard
• HRIM Certificate or equivalent level of knowledge

Desirable

• European Computer Driving Licence
• NVQ Level II Admin

Experience

Essential

• Experience of working in clinic prep patient admin experience at a supervisory level to include OPD clinics and case note store

Desirable

• Customer Care

Contractual Requirements

Essential

• Ability to work under pressure and adhere to strict deadlines
• Good team member
• Diplomatic and tactful
• Regular attender and flexible approach to work

Further Training

Essential

• Supervisory skills training or willingness to attend

About the employer

We are an award-winning NHS Foundation Trust working alongside health and social care colleagues across the county to provide acute and community healthcare services to more than 420,000 people across Mansfield, Ashfield, Newark and Sherwood, and parts of Derbyshire and Lincolnshire.

We put the patient at the heart of everything that we do and it is our aim to make sure that every patient is treated as we would want a member of our own family to be treated. At the same time, we expect our staff to be caring, kind and courteous to each other and to look out for each other. We believe that we are truly a clinically-led organisation.

We are proud that our Trust colleagues have voted us the best acute Trust to work for in the East Midlands for seven years running in the National NHS Staff Survey, while the Care Quality Commission has rated our Trust as 'outstanding' for care and our King's Mill Hospital as the only 'outstanding' NHS-run hospital in the East Midlands.

Not all of our roles are eligible for visa sponsorship. To find out which roles are eligible, please refer to the shortage occupation list found here:

Skilled Worker visa: eligible healthcare and education jobs - GOV.UK

Home Office guidance has changed as of 9th April. Anyone that requires switching visa type may not be eligible for sponsorship even if the role is on the shortage occupation list.