Access Officer

Merseywestlancs; St Helens; Remote; GBP 26,000 - 27,000; Part time

Benefits offered by this job

Flexible working

NHS pension

27 days annual leave pro rata

Job summary

Mersey and West Lancashire Teaching Hospitals NHS Trust is seeking an Access Officer to join the Information Governance Team at Whiston Hospital in St Helens. The role focuses on handling subject access requests and other individual rights with confidentiality and data protection as priorities.

You will liaise with staff and external agencies, maintain accurate records, and ensure responses are timely within Caldicott and Trust policies.

Qualifications

• GCSE English grade C or equivalent is required.
• NVQ Level 3 or equivalent knowledge in a relevant field.
• RSA II or equivalent qualification.
• Legal qualification or equivalent knowledge relevant to information governance.

Responsibilities

• Process requests for access to information promptly and confidentially.
• Maintain accuracy and confidentiality of records at all times.
• Liaise with staff and external bodies regarding disclosures and rights.
• Provide administrative support within the Access Team and participate in training.

Skills

Excellent communication

Organisational skills

Interpersonal skills

Time management

Problem solving

Education

GCSE English - C grade

NVQ level 3 or equivalent

RSA II or equivalent

Legal Qualification

Tools

Microsoft Office

Job description

We want talented and enthusiastic people from all backgrounds to join #TeamMWL, with us you can learn, grow and develop yourself and your career, realising your true ambitions and aspirations.

Whatever you’re looking for in your career, you’ll find it here at MWL.

Main area Administrative Grade NHS AfC: Band 3 Contract Permanent: Please note this is not a full time role, the hours will be 33 hours per week Hours

• Part time
• Other

33 hours per week (Mon - Friday, 4 days x 7.5hours 1 x day 3.5hours) Job ref 409-8249148

Site Whiston Hospital Town St Helens Salary £25,760 - £27,476 per annum, pro rata Salary period Yearly Closing 21/10/2026 23:59 Interview date 29/10/2026

Job overview

An opportunity has arisen for the right candidate to join the Information Governance Team in the role of Access Officer at Mersey and West Lancashire NHS Teaching Hospitals NHS Trust.

We are looking for an individual who has excellent organisational, communication and administrative skills who will play a key role in ensuring that the Trust meets its legal requirements when processing Subject Access Requests (SARs) or Rights of Access and other Individual Rights.

You will:

• Have excellent communication skills being able to liaise with staff at all levels to access the information that is needed and to keep patients / service users up to date on their request.
• Have a good understanding of patient confidentiality standards and be aware of the data protection principles.
• Been confident in using Microsoft office products and IT Systems
• Have worked in administrative role and know how to prioritise.

PREVIOUS APPLICANTS NEED NOT APPLY

Please note this is a not a Full time role, the hours are 33 per week

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

The post holder will support the Access Lead in the processing all requests received from solicitors, other outside agencies, patients and staff for access to their information (subject access request) timely and professional manner. This will include processing other Individual Rights.

To provide an efficient service maintaining a high level of accuracy and confidentiality at all times.

MWL employs approximately 9,000 members of staff and provides care to a large number of patients across Cheshire and Merseyside and so we are especially looking for someone who is able to hit the ground running and demonstrate an ability to work proactively.

Working for our organisation

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1 st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:

• CAREthat is evidence based, high quality and compassionate
• SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:

• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

Detailed job description and main responsibilities

KEY DUTIES

• To ensure the efficient running of the Access Team in compliance with Caldicott guidance and Data Protection, whilst facilitating the safe, confidential, and secure storage and transmission of personal data in line with Trust Management policies.
• Can plan and organise own workload, and to be operationally responsible for providing the administration of a patient focussed service in a professional and timely manner, ensuring work is prioritised in the face of competing demands by level of importance and urgency, whilst adhering to National and Trust policies and targets relating to Subject Access Requests (Rights of Access) and other Individual Rights.
• Responsible for accurately recording all requests onto the Trust Database system in a timely manner.
• Responsible for ensuring mechanisms are in place to retrieve and copy records.
• Liaise with multi-disciplinary staff and external agencies where the need arises regarding appropriates disclosures and in-line with Trust policies and procedures.
• To have good working relationships with Information Governance and the Trust Legal Team.
• Undertake administrative requirements of the role which include photocopying and general office duties.
• To ensure ID verification and validation of consent to ensure safe release of documentation.
• Ensure all face-to-face, telephone and E-mail are dealt with in a comprehensive, efficient and confidential manner.
• Ensure that all paper records are processed and tracked in accordance with Trust policies and procedures.
• To keep up to date with new developments and service changes in relation to Clinical Records, Data Protection and Health Records Management.
• Undertake annual Information Governance training and additional if required by the Data Security and Protection Toolkit.
• Compliance with the Data Protection Act 2018 and Information Governance.
• Compliance with the Deceased Access to Health Records Act.
• Liaise with applicants prior to preparing their records on receipt of completed Application Form, in terms of what information they require.
• Explain the process to applicants (patients, relatives, external agencies) and support them through it.
• Where required, supervise patient and / or relative applicant as they go through their records and answer questions and concerns raised by the applicant.
• Collaboration with Patient Experience and Complaints Department, Information Governance and any other Department when necessary, in responding to complaint requests etc.
• Would be required to assist with the training of new staff within the boundaries of own skills and knowledge gained by working within the area.
• Liaise with Police and / or Social Services and any other external body.
• Ensure all responses are issued within the Trusts requirement to meet legal timeframes.
• Provide advice to departments across the Trust re Access to information processes.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Adhere to relevant Code of Practice of Professional body where relevant.

ADMINISTRATIVE RESPONSIBILITIES

• Full range of office administrative duties.

TEACHING & TRAINING RESPONSIBILITIES

• Participate in the induction of new staff, provide mentoring and to participate in educating others about the role of the Access team.

LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES

• Ability to effectively monitor own and service’s performance.

Person specification

Qualifications

• GCSE grade C in English Language
• NVQ level 3 or equivalent knowledge in relevant field
• RSA II or equivalent
• Legal Qualification

Knowledge & Experience

• Customer Care training
• Good working knowledge of Microsoft Office computer software packages (e.g., Word, Excel, PowerPoint)
• Experience of dealing with informal concerns in real time
• Understanding of Data Protection Act and Access to Health Records
• Experience of working in the NHS

Skills

• Ability to work in a team and as an individual
• Able to use own initiative
• Self-motivation, good time management and problem-solving skills
• Excellent inter-personal skills, with ability to effectively communicate with staff and members of the public from all backgrounds
• Ability to work under pressure to strict deadlines, whilst maintaining a high standard of work
• Strong organisational skills
• Awareness of requirement for patient and staff confidentiality

Other

• Flexible approach to work
• Ability to travel to various hospital sites by own vehicle / access to assisted driver

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [e-mail]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision‑making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Certificate of Sponsorship

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, before applying for this post as we may be unable to provide sponsorship.

eVisa Update

For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.

Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.

Before travelling to the UK, we advise applicants to:

• Understand how to generate an eVisa share code

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

• All employees have the right to request flexible working from day one of employment.
• There is no limit on the number of requests they can make.
• Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non‑smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here .

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.

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