Health Records Disclosure Assistant / Copier
| Posting date: | 05 February 2026 |
|---|---|
| Salary: | £24,465.00 per year |
| Additional salary information: | £24465.00 a year |
| Hours: | Full time |
| Closing date: | 19 February 2026 |
| Location: | Gateshead, NE9 6SX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9297-26-0075 |
Summary
Post Details Job Title: Disclosure Assistant / Copier Clerk Grade: Agenda for Change Band 2 Responsible to: Disclosure Officers Accountable to: Health Records Manager/Deputy Hours of Employment: 27 Contract Type: Permanent Individual and Team Role Your role is that of a generic Health Records Officer, and although you may be based in a specific section, with clearly defined duties and responsibilities, training will be provided to ensure you are able to fulfil the duties required in all areas of health records work. This is to ensure the continuity of services provided, as it is occasionally necessary for Health Records Officers to be transferred between sections, if this is in the interests of the overall Service provided to the Trust. In support of good quality patient/client care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide Working Relationships Disclosure Section hClinical Secretaries All Health Records Staff iPhotocopier Company Training required Trust and Departmental Induction hFire Training Manual Handling hHealth & Safety Any training courses relevant to job Description of Duties & Responsibilities To support the Disclosure Officers in the provision of an efficient and effective service To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies. Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy. Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures. Count copies and ensure quality checks are undertaken on photocopies / re-prints produced, as both original and copies are legal documents. Ensure original paper copies are re-filed in the correct order within the patients health records, creating replacement folders as necessary where the old folders are damaged and worn. To identify patients on the Trusts Patient Administration System (PAS) by locating their hospital or any other numbers on that system Retrieve and return health records to correct location using the tracking system. To ensure the confidentiality of information contained in patient records is maintained at all times. Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust Liaise with Photocopier Company / IT regarding levels of stock, replacement parts and general maintenance issues. In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy All of the above will be identified to you by your Line Manager on induction to the Trust and subsequent training, you then have a personal responsibility to keep appraised of changes/updates to policy/procedures as and when advised accordingly. N.B. This job description may need to be revised as the Hospital develops, any amendments will only be made after discussion with the post holder. Health Records Department Service Profile The Health Records department provides a range of outreach clinical support services across the Trust, and the following is a list of the main areas covered by Health Records staff: Health Records Library - i.e. Records collection, filing, retrieval, provision, retention and/or destruction, security and overall maintenance of patients health records Clinic Preparation Section - Preparation and maintenance of patient records prior to Hospital/Clinic attendance including provision of patient Identity Labels Accident & Emergency Reception - receiving and booking in all emergency patients following accidents and/ or sudden illness. Disclosure of Information Section - deals with disclosure to all authorised individuals or agencies under the terms of the General Data Protection Regulations 2018 and the Access to Health Records Act 90 including: Patients and/or their Representatives Solicitors Police, Courts, Coroners Criminal Investigation Compensation Authority (CICA) Department of Social Security, including Benefits Agency, War Pensions etc Other authorised NHS bodies i.e. General Medical Council Professional guidance/advice to clinical staff across the Trust, on standards, disclosure, confidentiality, data protection, and all issues relating to Patients health records including compliance with legal retention periods and national guidance on public record keeping.