Health Records Administration Assistant

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Velindre University NHS Trust Health Records Administration Assistant

The closing date is 01 November 2026

Apply for this job

Job summary

This is a Fixed term /Secondment for 5 months from start date to cover project work

If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

The Velindre Cancer Centre (VCC) is a core service of the Trust, and one of the leading non-invasive oncology centres in the UK.

VCC is progressing towards the opening of the new Velindre Cancer Centre (VCC), which will transform cancer services in South East Wales.

The VCC has an ambition to be a digitally advanced and enabled hospital, laying the digital foundations for secure record management across the patient pathway, with a longer-term vision for a fully digital hospital. This includes digitising the paper-based medical records.

To enable this ambition, multiple roles are being recruited to support the bulk scanning of Velindre Cancer Centre's (VCC) paper-based medical records.

The Health Records Administration Assistant will carry out a range of administrative duties as required within the Health Records Department at Velindre Cancer Centre.

By the nature of the duties, the post holder will be required to maintain strict confidentiality.

The post holder will be expected to deal with staff, patients, carers and relatives with courtesy and discretion at all times.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

Prepare and quality assure health records for digitisation into electronic format, ensuring documentation is appropriately completed, accuratelyprocessed and filed.

Provide a comprehensive administrative and clerical support service, including accurate and timely filing of documents, data input onto electronicsystems, maintaining manual and computerised filing systems, and providing word processing, clerical, scanning and photocopying support.

Act as a first point of contact for patients, relatives and staff, providing receptionist duties, handling telephone and face to face enquiries, takingmessages, redirecting calls, and providing and receiving routine information with tact and courtesy.

Support the effective flow of information and resources within the department, including collecting and distributing patient case notes and urgentitems, sorting incoming and outgoing mail, collecting stores items, and liaising with and escalating relevant matters, issues or concerns toappropriate staff.

About us

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and ouraward-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.

Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.

At Velindre University NHS Trust we aim to foster a culture of discovery, collaboration, and continuous improvement. We will achieve this by embedding research and innovation into everything we do, to deliver meaningful, measurable impact for our patients and communities.

If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.

https://velindre.nhs.wales/

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£26,300 a year per annum

Contract

Fixed term

Duration

5 months

Working pattern

Full-time, Part-time, Job share

Reference number

120-AC823-1026

Job locations

Velindre Cancer Centre

Velindre Road

Cardiff

CF14 2TL

United Kingdom

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Person Specification

Qualifications and Knowledge

Essential

• Good standard of education 5 GCSE's or above or equivalent experience
• Team Player

Desirable

• Appropriate National Vocational Qualification (NVQ) in Administration or Customer Care
• Audio typing and other secretarial admin qualifications
• Willingness to undertake training required to enhance the role
• Demonstrate good knowledge of Health and Safety
• Knowledge of Data Protection and Confidentiality

Experience

Essential

• General Office or Administrative Duties
• Experience of working with Microsoft office applications

Desirable

• Previous NHS experience or dealing with the general public
• IT knowledge i.e. use of other packages and databases
• Telephone and Reception Duties
• Experience of NHS Wales Patient Administration System

Skills and Attributes

Essential

• Able to work with minimum supervision
• Ability to use own initiative when appropriate
• Good Interpersonal skills
• Good listening skills
• Ability to work to deadlines
• Excellent communication skills
• Excellent Organisational skills
• Evidence of team working
• Ability to work within a clear policy of confidentiality
• Ability to work well under pressure
• Motivated and committed to working as part of a team
• Flexible attitude to cross covering colleagues
• Observes a personal duty of care in relation to equipment used in their daily work
• Willingness to undertake any appropriate training and development
• Adaptability and flexibility to work
• Prioritising and time management
• Attention to detail

Desirable

• Welsh Speaker (Level 1) or willingness to work towards

Other

Essential

• Reliable
• Flexible approach to meet the needs of the service
• Willing to assist others when own workload allows
• Enthusiastic
• Motivated
• Positive attitude
• Satisfactory Standard DBS clearance including

Person Specification

Qualifications and Knowledge

Essential

• Good standard of education 5 GCSE's or above or equivalent experience
• Team Player

Desirable

• Appropriate National Vocational Qualification (NVQ) in Administration or Customer Care
• Audio typing and other secretarial admin qualifications
• Willingness to undertake training required to enhance the role
• Demonstrate good knowledge of Health and Safety
• Knowledge of Data Protection and Confidentiality

Experience

Essential

• General Office or Administrative Duties
• Experience of working with Microsoft office applications

Desirable

• Previous NHS experience or dealing with the general public
• IT knowledge i.e. use of other packages and databases
• Telephone and Reception Duties
• Experience of NHS Wales Patient Administration System

Skills and Attributes

Essential

• Able to work with minimum supervision
• Ability to use own initiative when appropriate
• Good Interpersonal skills
• Good listening skills
• Ability to work to deadlines
• Excellent communication skills
• Excellent Organisational skills
• Evidence of team working
• Ability to work within a clear policy of confidentiality
• Ability to work well under pressure
• Motivated and committed to working as part of a team
• Flexible attitude to cross covering colleagues
• Observes a personal duty of care in relation to equipment used in their daily work
• Willingness to undertake any appropriate training and development
• Adaptability and flexibility to work
• Prioritising and time management
• Attention to detail

Desirable

• Welsh Speaker (Level 1) or willingness to work towards

Other

Essential

• Reliable
• Flexible approach to meet the needs of the service
• Willing to assist others when own workload allows
• Enthusiastic
• Motivated
• Positive attitude
• Satisfactory Standard DBS clearance including

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).

Additional information

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

Velindre University NHS Trust

Address

Velindre Cancer Centre

Velindre Road

Cardiff

CF14 2TL

United Kingdom

Employer's website

https://velindre.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Velindre University NHS Trust

Address

Velindre Cancer Centre

Velindre Road

Cardiff

CF14 2TL

United Kingdom

Employer's website

https://velindre.nhs.wales/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Outpatient Services Team Leader - Medical Records

Lawrie Price

[email protected]

+442920316939

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£26,300 a year per annum

Contract

Fixed term

Duration

5 months

Working pattern

Full-time, Part-time, Job share

Reference number

120-AC823-1026

Job locations

Velindre Cancer Centre

Velindre Road

Cardiff

CF14 2TL

United Kingdom

Supporting documents

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