Access to Health Records Officer

Buckinghamshire Healthcare NHS Trust; Aylesbury; Hybrid; GBP 28,000 - 31,000; Full time

Job summary

Buckinghamshire Healthcare NHS Trust at Stoke Mandeville Hospital in Aylesbury is seeking an Access to Health Records Officer to join our Medical Records team. You will process Subject Access Requests (SARs), ensure lawful access to health information, retrieve and prepare records, and maintain accurate documentation in line with GDPR and the Data Protection Act 2018.

You will also support Registration Authority duties, including Smartcard registration and access updates to maintain secure

Qualifications

• Educated to A level, NVQ3 or equivalent experience.
• Further training/experience related to Subject Access Requests, governance, business administration or office practices, including software.

Responsibilities

• Receive, assess and process requests for access to patient records, ensuring valid consent and compliance with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990.
• Locate, retrieve, prepare and collate patient records from both paper and digital systems, ensuring accuracy and confidentiality at all times.
• Maintain up-to-date records of all requests, monitor progress and support timely completion within statutory deadlines.
• Communicate professionally with patients, solicitors, staff and external organisations, handling sensitive enquiries with tact and discretion.
• Provide basic guidance to staff on data protection and access to records requirements.
• Support the Registration Authority (RA) function by assisting with Smartcard registration tasks such as identity checks, issuing and updating Smartcards under supervision.
• Escalate complex cases, concerns or potential issues to the Access & Registration Lead.
• Travel to other Trust sites to retrieve records when required.

Skills

NHS Smartcard knowledge

Education

A level / NVQ3 or equivalent experience

Job description

Site Stoke Mandeville Hospital Town Aylesbury Salary £28,392 - £31,157 Per annum (pro rata for part time) Salary period Yearly Closing 03/11/2026 23:59

Be part of our BHT family

Buckinghamshire Healthcare NHS Trust (BHT) is an integrated provider of acute hospital and community services for people living in Buckinghamshire and the surrounding area.

We care for over half a million patients every year:

• Provide specialist spinal services at our world renowned National Spinal Injuries Centre at Stoke Mandeville Hospital, the birthplace of the Paralympics
• Nationally recognised for urology and skin cancer services
• Regional specialist centre for burns, plastic surgery, dermatology, stroke and cardiac services
• Deliver community services in health centres, schools, patients’ own homes, community hospitals and community hubs.

More than 6,500 people from different nations, cultures and backgrounds work for us.

We would be happy to discuss possible flexible working options. We strive to be a family friendly, inclusive employer.

If you require any assistance in making this application, please contact [e-mail] or phone [phone].

We pride ourselves in being a great place to work and invite you to join our BHT family.

Job overview

We are seeking a motivated Access to Health Records Offic er to join our Medical Records team. You will play a key role in processing Subject Access Requests (SARs), ensuring patients and authorised representatives receive timely, lawful access to their health information. The role includes retrieving and preparing records, managing sensitive enquiries, and maintaining accurate documentation in line with GDPR and national legislation.

You will also provide supportive Registration Authority (RA) duties, including assisting with Smartcard registration and access updates to help maintain secure digital access across the Trust. This is an excellent opportunity to develop specialist skills within Information Governance and contribute to a vital statutory service.

Main duties of the job

Receive, assess and process requests for access to patient records, ensuring valid consent and compliance with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990.

Locate, retrieve, prepare and collate patient records from both paper and digital systems, ensuring accuracy and confidentiality at all times.

Maintain up-to-date records of all requests, monitor progress and support timely completion within statutory deadlines.

Communicate professionally with patients, solicitors, staff and external organisations, handling sensitive enquiries with tact and discretion.

Provide basic guidance to staff on data protection and access to records requirements.

Support the Registration Authority (RA) function by assisting with Smartcard registration tasks such as identity checks, issuing and updating Smartcards under supervision.

Escalate complex cases, concerns or potential issues to the Access & Registration Lead.

Travel to other Trust sites to retrieve records when required.

What does Buckinghamshire Healthcare NHS Trust offer you?

As part of our BHT family, you’ll benefit from learning and development opportunities to support your career progression.

Alongside NHS benefits of generous annual leave entitlement and pension scheme, you'll have access to NHS discount schemes.

We provide a range of health and wellbeing services to promote a healthy, happy workforce.

What do we stand for?

Our vision is to provide outstanding care, support healthy communities and be a great place to work.

Our mission is to provide personal and compassionate care every time.

We are working hard to increase diversity at all levels within the trust. We believe a diverse workforce can have a positive effect on both staff wellbeing and patient outcomes.

We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates, candidates with disabilities and care-experienced candidates.

We are proud to achieve the Gold award for the Armed Forces Covenant and support applications from the Armed Forces Community. Please contact [e-mail] (our Armed Forces Covenant Lead) if you would like guidance or assistance with your application.

We make employment decisions by matching our service needs with the skills and experience of candidates, regardless of age, disability, gender, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.

Detailed job description and main responsibilities

For a comprehensive list of responsibilities and duties, please kindly refer to the Job Description and Person Specification by downloading the JD and PS attachment in the advert.

If you are an internal applicant there is the option for secondment, all applicants must have the endorsement/support of their line manager prior to application.

If you have a disability that makes submitting this online application difficult and would like assistance, please contact us on [e-mail] quoting the vacancy reference number.

Person specification

• Educated to ‘A level, NVQ3 or equivalent experience
• Further training/experience related to Subject Access Requests, governance, business administration or office practices, including software

EXPERIENCE eg Breadth of occupational experience

• Minimum 6 months experience of office systems which includes handling queries from colleagues and public
• Experience supporting Registration Authority or Smartcard processes.
• Experience supporting or processing Subject Access Requests or Freedom of Information requests
• Undertanding of General Data, Protection Regulations (GDPR) Data Protection Act 2018, Access to Health Records Act 1990 & understanding of duty of confidentiality

SKILLS, ABILITIES & KNOWLEDGE

• Understanding of NHS Smartcard technology and associated applications.

SPECIAL CIRCUMSTANCES eg Ability to travel to other sites. Ability to work internal rotation

• Able to travel between all Trust sites

PPE requirements: Buckinghamshire Healthcare NHS Trust requires all colleagues to wear appropriate personal protective equipment (PPE) in accordance with our infection prevention and control procedures.

Flu vaccinations remain the best way to protect yourself, your family, your colleagues and of course our patients from the viruses when working in our healthcare settings. We encourage our staff to be vaccinated when recommended.

Application deadline: This post will close on the closing date stated at midnight, however if we receive a large number of applications or there is a change in circumstance, we may be required to close a job before the advertised date.

Contacting you: We will contact candidates through the email address supplied on their application form. Please make sure you check this regularly.

Application information: If you are offered a job, information will be transferred into the national NHS Electronic Staff Records (ESR) system.

Shortlisting: The monitoring and safeguarding sections are not made visible to the shortlisting panel. The safeguarding section may be made visible to the interview panel, dependent on the role being recruited into.

Travel expenses: It is Trust policy that travel expenses for interviews will not be reimbursed.

Smoking: All Trust sites are NO SMOKING. Smoking in all areas of the buildings and premises is prohibited.

Employer certification / accreditation badges

Name Julie White Job title Deputy Medical Records Manager Email address [e-mail] Telephone number 01296315645

If you have problems applying, contact

Address Recruitment Team

Amersham Hospital

Whielden Street

Amersham

Bucks

HP7 0JD

Telephone [e-mail]