Could you be the difference in someone's day? At Inspiring Support, we're passionate about helping people live happy, independent, and meaningful lives. As part of our dedicated team, you'll provide person-centred support to individuals with a range of needs, helping them build confidence, develop skills and achieve their goals both at home and in the community.
Our core values are:
Be There – We are present, attentive, and compassionate
Play – We bring positivity, creativity, and energy into our work
Make Their Day – We go above and beyond to make a positive difference
Choose Your Attitude – We act with professionalism, accountability and integrity
At Inspiring Support, we recognise that exceptional care starts with exceptional people. That's why we are committed to supporting, developing, and valuing our staff, ensuring they have the tools, training, and encouragement needed to thrive in their roles. We foster a positive and inclusive workplace where every team member is respected, empowered, and able to make a meaningful difference in the lives of the people we support. Together, we help individuals achieve their goals, maximise their independence, and lead fulfilling lives.
Safeguarding is at the heart of everything we do and is a shared responsibility across our organisation. We are committed to creating a culture where people feel safe, respected, listened to, and empowered. Concerns are taken seriously, acted upon promptly, and managed with the utmost professionalism. For us, safeguarding is more than a policy—it's a fundamental part of who we are and how we work every day.
Records Clerk Apprentice – Start Your Career in Health & Social Care Administration
Are you highly organised, detail-oriented, and looking to begin a rewarding career in administration and records management? Do you want to gain valuable qualifications while developing practical skills in a supportive and growing organisation? If so, this could be the perfect opportunity for you.
We are seeking a motivated Records Clerk Apprentice to join our team and support the effective management of both electronic and paper-based records across our Supported Living and Daycare services. Working closely with our Archivist Manager, you will play an important role in maintaining accurate, secure, and compliant records, helping to ensure that the organisation meets legal, regulatory, and operational requirements. This apprenticeship offers a unique opportunity to gain hands-on experience within a regulated care environment while receiving structured training and professional development.
What You'll Be Doing
- Assisting with the organisation, maintenance, and retrieval of electronic and paper-based records.
- Supporting the management of document control systems to ensure accuracy, security, and accessibility.
- Learning and applying best practices in records management, confidentiality, and data protection.
- Assisting with audits and quality checks to ensure compliance with organisational and regulatory requirements.
- Supporting the secure storage, archiving, and disposal of records in accordance with policies and legislation.
- Working collaboratively with colleagues across the organisation to maintain high standards of information management.
What You'll Gain
- A recognised apprenticeship qualification.
- Practical experience within the health and social care sector.
- Knowledge of records management, compliance, GDPR, confidentiality, and information governance.
- Ongoing support, mentoring, and professional development opportunities.
- The chance to build a long-term career within a growing and values-driven organisation.
Key Responsibilities
Document & Records Management
• Assist in maintaining accurate and secure electronic and paper-based filing systems.
• Scan, index, upload, and archive documents in line with organisational procedures.
• Ensure documents are correctly named, stored, and version controlled.
• Support the transition from paper-based to digital records where required.
• Retrieve archived files promptly when requested by authorised personnel.
Compliance & Legal Requirements
• Work with the Archivist Manager to ensure records comply with:
- Data Protection legislation (GDPR and Data Protection Act)
- Care Quality Commission (CQC) requirements
- Safeguarding and confidentiality standards
·Organisational retention and disposal schedules
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Support internal audits of files to ensure accuracy, completeness, and compliance.
- Assist in monitoring document retention timelines and secure disposal processes.
Administrative Support
• Provide general administrative support to the compliance and management team.
• Maintain logs of archived and retrieved records.
• Assist in updating policies, procedures, and documentation templates.
• Prepare documentation packs for inspections, audits, or reviews.
Confidentiality & Information Security
• Handle sensitive personal data relating to clients, staff, and services with strict confidentiality.
• Ensure secure storage of records at all times.
• Report any data breaches or concerns immediately to the Archivist Manager.
Team Collaboration
• Work closely with managers across Supported Living and Daycare services to ensure documentation is complete and up to date.
• Communicate professionally with internal teams regarding document requirements.
• Participate in training sessions and apprenticeship learning activities.
Learning & Development (Apprenticeship Focus)
The Records Clerk Apprentice will:
• Undertake a recognised Business Administration, Records Management, or relevant apprenticeship qualification.
• Develop knowledge of legal frameworks governing care documentation.
• Gain practical skills in digital document management systems.
• Build understanding of compliance in regulated health and social care environments.
What We're Looking For
We are looking for an enthusiastic individual with strong attention to detail, excellent organisational skills, and a willingness to learn. You should be reliable, professional, and committed to maintaining confidentiality while supporting the delivery of high-quality services.
This is an excellent opportunity for someone looking to gain valuable workplace experience, develop new skills, and build a successful career in administration, compliance, and records management.
Person Specification
Essential
• Strong organisational skills and attention to detail.
• Good IT skills, including Microsoft Office.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Willingness to learn and complete an apprenticeshipqualification.
• Good written and verbal communication skills.
Desirable
• Interest in records management, compliance, or administration.
• Understanding of care services (Supported Living or Daycare).
• Experience in an office or administrative environment (including work placement or voluntary work).
Working Environment
This role is based within a regulated care organisation providing Supported Living and Daycare services. The postholder may be required to access records across different service locations while maintaining confidentiality and professional standards.
Accountability
The Trainee Records Clerk is accountable to the Archivist Manager and is required to carry out all duties in line with organisational policies, apprenticeship requirements, and regulatory standards.
