Medical Records Team Lead

Spire Healthcare, Pontprennau, Cardiff | Cardiff | Medical Records Team Lead | Medical Records | Spire Cardiff Hospital | Private Healthcare | Full Time | Permanent | Cardiff

Spire Cardiff Hospital is looking for an experienced and motivated

Medical Records Team Lead to join our hardworking Medical Records team. This is a key role where you’ll help ensure patient records are managed safely, accurately, and efficiently—supporting clinical teams to deliver seamless, high-quality care. Behind every patient interaction is reliable information, and your leadership will help ensure the right records are always in the right place at the right time, making a real difference to both patient experience and hospital operations.

About The Role

As a Medical Records Team Lead, you will oversee the day-to-day running of the medical records function, leading a small, dedicated team to maintain accurate, secure and accessible patient records across the hospital. You’ll play a vital part in supporting clinical pathways, ensuring records are available for admissions and clinics, and helping departments provide safe, timely care.

You’ll work closely with a range of teams—from consultants and secretaries to governance and administration—ensuring records are delivered promptly and processes run smoothly.

At Spire, you’ll work in a modern, patient-focused environment where quality and care come first.

Why Join Us

You’ll be joining a supportive and close-knit team that takes pride in what they do. There’s a genuine sense of collaboration here, where everyone’s contribution is valued and recognised. It’s a great place to build relationships, share ideas, and feel part of something meaningful.

Duties And Responsibilities

• Lead and supervise the Medical Records team, ensuring an efficient and high-quality service
• Manage staff rotas, workload planning, and day-to-day team performance
• Ensure all patient records are accurately filed, stored securely, and available when needed
• Oversee the tracking, retrieval, and delivery of records across departments
• Support medico-legal requests, ensuring records are handled within required timeframes
• Maintain effective communication with clinical and administrative teams to support patient care
• Monitor audits and ensure compliance with hospital targets and governance standards
• Support recruitment, training, and ongoing development of team members
• Ensure accurate archiving and retrieval of records, including offsite storage processes
• Promote a culture of continuous improvement, safety, and excellent customer service

Who We're Looking For

• Previous experience in a supervisory or team lead role within administration or healthcare
• Strong organisational skills with excellent attention to detail
• Confident communicator, both written and verbal
• Experience managing workloads, rotas, and team performance
• Good IT skills and confidence working with systems and data
• A proactive, problem-solving approach with the ability to prioritise effectively
• Commitment to confidentiality, data protection, and patient safety
• A collaborative team player with a supportive and approachable leadership style
• Experience within a healthcare or hospital setting would be beneficial

Contract: Permanent

Days/Hours: Full Time 37.5 hours per week

Benefits

We offer employees a competitive salary as well as a comprehensive benefits package which includes but is not limited to:

• 35 days’ annual leave inclusive of bank holidays
• Access to private healthcare and health insurance options
• Gym and wellbeing benefits
• Free on-site parking
• A supportive team within a leading independent healthcare provider
• Employer and employee contributory pension with flexible retirement options
• ‘Spire for you’ reward platform - discount and cashback for over 1000 retailers
• Free Bupa wellness screening

We commit to our employees’ well-being through work life balance, on-going development, support and reward.

Inclusion Statement

We are committed to creating an inclusive environment and welcome applications from all backgrounds.

For further information about this role or for an informal conversation about the range of career options available with Spire please contact Alison Roberts on ***email_hidden***

We’re reviewing applications as they come in, so early applications are encouraged.

Closing date: In order to streamline our recruitment process, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.

Spire Healthcare is a leading independent healthcare group in the United Kingdom, running 38 hospitals and over 50 clinics across England, Wales and Scotland. It provides diagnostics, inpatient, day case and outpatient care, operates a network of private GPs and provides workplace health services to over 800 corporate clients. It also delivers a range of private and NHS mental health, musculoskeletal and dermatological services.

We have achieved our market leading position because of our Purpose, which is to 'make a positive difference to people's lives through outstanding personalised care'. Everyone at Spire is aligned to this purpose, which underpins a culture of respect, inclusion, passion and collaboration across our business, enabling us to achieve more than 98% of our hospitals being rated ‘Good’ or ‘Outstanding’ by the Regulators; these are sector leading standards.

About The Team

Spire Cardiff Hospital is the largest, modern provider of private healthcare in Wales. We’re experts in a wide range of treatments and conditions, as well as being an orthopaedic centre of excellence, delivering exceptional quality of care for musculoskeletal (bone and muscle) related conditions.