Records Clerk Job Description: Top Duties and Qualifications

A Records Clerk, or Filing Clerk is responsible for maintaining the records and filing systems in an organisation. Their primary duties include creating new records, updating existing records and creating statistics for their employer.


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Records Clerk duties and responsibilities

A Records Clerk main duties and responsibilities to succeed at their job include:

  • Creating and maintaining a records management system.
  • Performing data entry tasks.
  • Updating existing records.
  • Maintaining company archives.
  • Retrieving information from the filing system when requested.
  • Maintaining up-to-date logs, including information about file changes or who has access.
  • Scanning and uploading files to create digital copies of physical records.
  • Processing and file copies of incoming and outgoing physical correspondence.
  • Conducting routine verification to ensure integrity of the filing system 


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Records Clerk Job Description Examples:


Example 1

Job overview We are looking to recruit to full time 37.5 hour permanent post working Mon-Fri, 8.30am - 5.00pm daily to join our Health Records Team. You will be based at Fairfield General Hospital but will be required to work across all sites across the Northern Care alliance Group of Rochdale, Oldham and Salford. Main duties of the job Duties include: Moving and handling multiple volumes of paper health records, Retrieving and tracking records from storage using PAS / Patient Centre, Reception Duties For full details please refer to the attached job description. To read more about joining the Northern Care Alliance, please visit our careers website: [website] In line with the Trust’s Single Equality Scheme we welcome applications from everyone irrespective of ethnic origin, disability, age, gender, gender identity, sexual orientation, nationality, religion, marital status, social back ground or trade union membership. All communications to applicants will be via the email address provided on your application form and all further correspondence will be through email, therefore please ensure that you regularly check your emails after the closing date for this post. Working for our organisation Bury Care Organisation is part of the Northern Care Alliance, one of the largest NHS organisations in the country. Rated as ‘outstanding’ by the Care Quality Commission, our Fairfield site delivers innovative patient-centred care, and boasts an award winning Stroke centre and Heart Care unit. Supported by our community services in Bury, a mix of professionals from health, social and voluntary sectors, Bury exemplifies the benefits of a joined up approach to health and social care. Detailed job description and main responsibilities To read more information about the advertised role, and the main job duties/responsibilities please open the Job Description and Person Specification located under the supporting documents heading. You can also read more information about working at the Northern Care Alliance within the attached Candidate Information Pack or by visiting our careers website: [website] Person specification Application form Essential criteria Maths and English ECDL / Clait / Customer Service NVQ Experience Essential criteria Experience of working in a Reception or administrative role preferably in a health care environment with patient contact Knowledge of a hospital based Patient Administration System. Previous experience of data entry/input Skills/Knowledge Essential criteria Understanding of data Protection and Caldicott Principles. Good level of numeracy and literacy. Good keyboard and PC skills. Other Essential criteria Adaptability and flexibility. Ability to work to deadline and prioritise own work load.

What does a Records Clerk do?

A Records Clerk maintains information and data in an organisation. They ensure that accurate records are kept and can be accessed when they are needed. Records Clerks prepare files for archiving and handle the digitisation of physical records in a facility. In cases where records have to be destroyed, they also oversee that process. They create and manage file management systems and ensure that changes to all documents are properly recorded. 

A Records Clerk can work across several industries including in healthcare, finance, retail, government, technology and education.


Records Clerk skills and qualifications

A successful Records Clerk candidate will have various prerequisite skills and qualifications, a mix of typing and computer skills, thoroughness and patience to perform their duties effectively. Other important skills include: 

  • Data entry skills
  • Excellent written communication skills
  • Attention to detail
  • Administration and organisational skills
  • Working knowledge of relevant word processing tools
  • Critical thinking skills
  • Ability to work under pressure
  • Team spirit


Records Clerk experience requirements

Records Clerk positions usually require one to two years of experience working in record-keeping or data entry positions. This experience can be acquired through internships, apprenticeships or volunteer positions. Mid-level Records Clerks need to have three to five years of experience, while Senior Records Clerks need over five years of experience in the position. 

Prior experience in database management with a strong background in file management, change management, physical and digital record-keeping, managing correspondence and bookkeeping may be required. Other experience requirements are determined by the hiring company.


Records Clerk education and training requirements

Typically, there are no minimum education requirements for a Records Clerk position. However, applicants may need to have GCSEs in five subjects, including mathematics, English and business studies. Some employers may require National Vocational Qualifications (NVQ) in administration or related fields at Level 1 or 2, while others provide on-the-job training. 

Other possible training requirements include certificate courses and postgraduate training in records and archives management. Additional education and training requirements depend on industry specifications and the hiring company.


Records Clerk salary expectations

According to Indeed Salaries, a Records Clerk in the UK can expect to earn an average salary of £18,765 per year. Salary expectations may vary based on the hiring company and industry, the geographical location of the position, the level of experience required and the educational qualifications of the applicant. 


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Records Clerk job description FAQs


What are the different types of Records Clerks?

There are different types of Records Clerks according to the different industries they work in. There are Medical Records Clerks who work in hospitals and healthcare facilities, Financial Records Clerks who work in financial institutions and Administrative Records Clerks who work in education or government agencies.


Who does a Records Clerk report to?

In most companies, a Records Clerk will report to a Senior Records Clerk, Records Manager or Director of Records. 


What should I look out for in a Records Clerk's CV?

When considering CVs check that candidates have the relevant experience in record-keeping and data entry, plus knowledge of database and file management systems. Look for computer skills, typing skills and a good grasp of the English language. It’s also important to search for qualities that make candidates unique. Look for any special achievements or awards and certifications that will set them apart from other applicants.


How do I make my Records Clerk job description stand out?

Start your job description with an overview of your company, including details about your company’s goals and objectives, vision and core values. Outline the duties you expect the  Records Clerk to carry out and the skills they need to possess to perform these duties effectively. Your job description will stand out if you include a salary range and the relevant educational qualifications you expect from applicants to the position.

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