Job vacancy: Patient Notes Operative, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Facilities
Grade: NHS AfC: Band 2
Contract: Permanent: Monday to Friday - 6 weekly rota cycle
Hours: Full time - 37.5 hours per week (6 weekly rota cycle)
Job ref: 216-HB-A7015062

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Derriford
Town: Plymouth
Salary: £23,615 £23,615 Per Annum
Salary period: Yearly
Closing: 09/03/2025 23:59

Patient Notes Operative

NHS AfC: Band 2

Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Work in partnership with the Logistics Manager and Departmental supervision and management to contribute to the maintenance of a dynamic and proactive patient notes service, to ensure the highest standards are met at all times. To ensure that patient notes are delivered on schedule, ensuring patient confidentiality is maintained at all times.
To ensure that urgent notes are delivered to the Urgent Room as soon as possible after receipt
To collect empty patient notes containers and any blue boxes containing patient notes for prompt return back to a secure location.
To deliver all patients notes according to schedule given
To sort all boxes which arrive from Bush Park onto pallets for each level of the hospital.
To collect all notes to be returned to Bush Park.
To locate lost notes.
To report notes marked up incorrectly.
To proactively highlight areas for improvement in the patient notes delivery/return service.
To foster excellent working relationships with all colleagues within the Trust

For further details please see attached JD&PS.

Person specification

Qualifications

Essential criteria

GCSE’s Levels 9-4 (Grades A-C) in Maths & English or equivalent demonstrable experience.
NVQ level 2 in either business administration or related subject or equivalent demonstrable experience

Desirable criteria

Full valid UK driving licence for vehicles up to 3.5 tonnes

Knowledge & Experience

Essential criteria

Proven knowledge of Windows MS Office
Good verbal and written communication skills
Demonstrable experience of ability to use initiative & prioritise
Demonstrable experience of working within a team.

Desirable criteria

Demonstrable experience in a large clinical setting.
Proven knowledge and understanding of Trust policies and procedures.
Demonstrable experience in busy environment

Aptitude and Abilities

Essential criteria

Proven ability to work on own initiative in a busy environment.
Proven ability to multitask.
Proven ability to develop and maintain good working relationships with colleagues at all levels of the organisation.
Excellent attention to detail.
Physically fit and able to regularly lift items weighing up to 20kg

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.