Access to Health Records Clerical Officer

NHS; Halifax; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization is seeking an Administrative Assistant for the Access to Health Records team. The role involves responding to subject access requests, analyzing records, and ensuring compliance with GDPR. The ideal candidate has strong organizational and problem-solving skills, excellent attention to detail, and experience in an administrative environment. The position is full-time, based in Halifax, offering a fixed-term contract. Join a compassionate team providing essential services to the community.

Qualifications

• Educated to GCSE Maths & English or equivalent grades 9-3 (A*-D).
• Awareness of patient confidentiality.
• Previous clerical experience in an office/admin environment.

Responsibilities

• Deliver service as part of a team.
• Respond to subject access requests (SARS) within legally recognized timeframes.
• Log all requests for access to health records on a database.

Skills

Attention to detail

Organizational skills

Problem-solving skills

Effective communication skills

Ability to work under pressure

Education

GCSE Maths & English or equivalent

NVQ level 3/4 or relevant experience

Job description

Job Summary

To work as part of the Access to Health Records team working within and demonstrating a specialist knowledge of General Data Protection Regulation (GDPR) and the Access to Health Records Act 1990 (AHRA) in respect of complex and sensitive requests for information from patients and other sources within the strict time frames and guidelines set by GDPR.

The post holder will ensure good communications are maintained across the service dealing with telephone/email and postal enquiries promptly and professionally.

To be able to work on own initiative, but also work closely as part of a team to be able to compile Subject Access Requests within the given timescales.

To provide a confidential and professional service in accordance with Trust policies and procedures.

Flexibility of working is essential to support an extended day when necessary.

Main Duties of the Job

Will work as part of a team to deliver the Service, to include but not limited to:

• Respond to subject access requests (SARS) within the current legally recognised timeframes.
• Analyse electronic and paper records and produce documents for Patients, Solicitors, Police, Government Bodies, Other Hospitals, Coroner etc.
• Be compliant with the General Data Protection Regulation (GDPR)/Access to Health Records Act (AHRA) and Trust policies in respect of the sharing of information.
• Log all requests for access to health records on a database and keep the database updated at each step of the process.
• Respond proactively to all Subject Access requests for patient information ensuring all aspects of the GDPR/AHRA and service level agreements are appropriately adhered to.
• Manage complex and sensitive verbal and written communication with patients, relatives and/or other parties or agencies in relation to subject access requests under GDPR/AHRA.
• Liaise with secretarial staff and consultants to ensure that authorisation is received so that requests are completed within one Calendar Month of receipt.

Job Responsibilities

• Assist other medical and administrative staff with advice and guidance on the General Data Protection Regulation and the Access to Health Records Act 1990 where applicable.
• Use Mail merge processes to send out letters from the database. Undertake the relevant training to ensure you have the correct skills and knowledge to investigate and be proficient in the use of an extensive range of Trust I.T systems relevant to obtain Subject Access Request Information i.e. EDMS, EPR, historic EDIS, historic PAS, CRIS, Athena etc.
• Compile information into folders on the shared drive, tailoring each individual subject access request in relation to the information requested.
• Scrutinise medical records which may involve reviewing complex and distressing information, sometimes including graphic/disturbing images.
• Attention to detail required for reviewing, checking, and collating the requested information and identifying all the correct documents, making preliminary checks for third party, and/or safeguarding records or misfiled or sensitive data.
• Be responsible to actively locate any missing information to prevent breaches under the General Data Protection Regulation. Liaise with solicitors or other agencies if there is the potential to breach this deadline.
• Liaise with other stakeholders where a subject access request involves more than one service (e.g., Safeguarding, Complaints, e‑mails etc.) and where necessary, to collate data provided by these services and merge these with other documents to be disclosed to the requester.

About Us

We employ more than 6,500 staff who deliver compassionate care from our two main hospitals, Calderdale Royal Hospital and Huddersfield Royal Infirmary, as well as community sites, health centres and patients' homes. We also proudly have almost 150 volunteers here at CHFT.

We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children’s and young people’s services; end of life care and outpatient and diagnostic imaging services.

We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.

We continue to modernise and invest in our health services to build on our strong reputation.

Foundation trusts are public leaders in improving quality in health services. They are part of the NHS, yet decisions about what they do and how they do it are driven by independent boards. Boards listen to their Council of Governors and respond to the needs of their members – patients, staff and the local community.

Foundation trusts provide what the health service wants, yet are also free to invest quickly in the changes to the local community needs, striving to be the best, and putting their patients first.

Details

Date posted: 18 December 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year per annum, pro rata

Contract: Fixed term

Duration: 6 months

Working pattern: Full-time, Job share

Reference number: 372-FSS2862-C

Job Locations

Calderdale Royal Hospital, Salterhebble, Halifax, HX3 0PW

Person Specification

Qualifications / Training (Essential)

• Educated to GCSE Maths & English or equivalent grades 9-3 (A*-D)

Qualifications / Training (Desirable)

• NVQ level 3/4 or relevant experience
• Evidence of self-development.

Knowledge, Experience & Expertise (Essential)

• Awareness of patient confidentiality
• Dealing with enquiries and complaints face to face, in writing or by telephone
• Previous clerical experience in an office/admin environment
• High accuracy and attention to detail for prolonged periods
• Problem solving skills
• Good organisational skills with the ability to prioritise and meet deadlines
• Ability to work on own initiative
• Motivation to develop within the role
• Effective time management to deliver departmental objectives
• Flexible approach to duties and working hours
• Skill in treating others with sensitivity
• Confident and assertive
• Goal‑oriented to meet targets set by management
• Quality assurance throughout the service delivery process
• Ability to cope with stressful and challenging situations
• Innovative and proactive attitude
• Excellent computer skills, Microsoft packages

Knowledge, Experience & Expertise (Desirable)

• Previous experience with NHS health record
• Experience of access to health guidance
• Knowledge of retention periods for health records
• Knowledge of Cerner EPR system
• Knowledge of GDPR and Access to Health Records Act 1990 (AHRA)

Communication and Relationships (Essential)

• Good written and verbal communication skills
• Ability to work as part of a team to deliver the overall response

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a disclosure to be made to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer Details

Calderdale and Huddersfield NHS Foundation Trust

Calderdale Royal Hospital, Salterhebble, Halifax, HX3 0PW

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