York and Scarborough Teaching Hospitals NHS Foundation Trust

Records Services Archive Coordinator

The closing date is 31 July 2025

Job summary

Would you like to be part of a new team delivering a key service across our Trust?

The Trust holds a variety of types of records both at Trust managed archive facilities and also at 3rd party storage companies. Each type of record will have various assessment criteria in order to determine correct retention and destruction protocol in line with legislative requirements.

To achieve this goal we are looking for highly motivated, capable and pro-active individuals to deliver and help develop the Archive Team within the Health Records Department.

The role involves being responsible for the retention, destruction and scanning of patient documents, delivering a high quality service for all service users and providing a comprehensive, confidential, and effective archiving service to the Trust.

We are looking for enthusiastic individuals with; good communication skills, excellent team working, organisational and time management skills. Individuals will also need to be physically fit as there is a significant amount of manual handling involved. The post holder will be expected to work closely with the Health Records managers and external departments to help cement and improve the service as it develops.

This is cross-site and you will be required to work from Scarborough Hospital and Bridlington Hospital. A valid UK driving Licence is required to enable you to use a Trust Lease Car.

Main duties of the job

The Records Archive Coordinator will provide a high quality service for all users of the Core Patient Database (CPD).

The post holder will work within the Health Records Department providing a comprehensive, confidential and effective retention and destruction service to the Trust.

The post holder will be expected to be the first point of contact on all matters relating to the retention, destruction and storage of records, responding to telephone, email and face to face requests and enquiries for information held on Trust sites and with external storage providers.

The post holder will be required to provide supervision to Records Services Operatives (Band 2) staff in the absence of Team Managers.

This job is currently going through formal job matching and therefore the noted banding is indicative.

Unsuccessful applicants within the last 6 months need not apply.

Please note: The post may become Permanent at the end of Fixed Term/Secondment.

The ability to transport yourself and equipment across the locality during the course of a normal working day is required for this vacancy.

This vacancy will be considered for a secondment opportunity. Please note - if you would like your application to be considered for secondment, you must secure agreement from your line manager beforehand that you can be released to undertake the role.

About us

Our benefits

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Trust Information Pack: https://yorkhospitals.pagetiger.com/hdjgxd

Date posted

17 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pro rata

Contract

Fixed term

Duration

24 months

Working pattern

Full-time, Job share

Reference number

419-73044184-RSAC-RS

Job locations

Scarborough Hospital

Woodlands Drive

Scarborough

YO12 6QL

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Armed Forces Friendly Employer

Person Specification

Education, Qualifications and Training

Essential

GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification
NVQ Level 3 or equivalent relevant experience

Desirable

Records management qualification

Experience & Knowledge Required

Essential

Previous Administrative experience (6 months minimum)
Previous experience of understanding and dealing with customer requirements
Previous experience of using Microsoft packages

Desirable

Previous experience of working in NHS or archiving
Knowledge of retention/destruction schedules

Skills & Attributes

Essential

Ability to organise and prioritise own workload
Good communication skills on telephone and face to face
Ability to work as part of a team

Desirable

Previous Experience of supervising others/the work of others

Aptitude & Personal Qualities

Essential

Able to work flexibly in an environment where demands and priorities change quickly

Person Specification

Education, Qualifications and Training

Essential

GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification
NVQ Level 3 or equivalent relevant experience

Desirable

Records management qualification

Experience & Knowledge Required

Essential

Previous Administrative experience (6 months minimum)
Previous experience of understanding and dealing with customer requirements
Previous experience of using Microsoft packages

Desirable

Previous experience of working in NHS or archiving
Knowledge of retention/destruction schedules

Skills & Attributes

Essential

Ability to organise and prioritise own workload
Good communication skills on telephone and face to face
Ability to work as part of a team

Desirable

Previous Experience of supervising others/the work of others

Aptitude & Personal Qualities

Essential

Able to work flexibly in an environment where demands and priorities change quickly

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.

Employer details

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

Scarborough Hospital

Woodlands Drive

Scarborough

YO12 6QL

Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)

Employer details

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

Scarborough Hospital

Woodlands Drive

Scarborough

YO12 6QL

Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)