Access to Information Assistant - Band 2

United Lincolnshire Teaching Hospitals NHS Trust; Lincoln; On-site; GBP 23,000 - 28,000; Full time

Benefits offered by this job

Flexible working options

NHS Pension

Annual leave 27–33 days + bank holiday

Job summary

United Lincolnshire Teaching Hospitals NHS Trust is seeking an Access to Information Assistant (Band 2) for a 9‑month fixed-term, on-site role at Lincoln County Hospital. The post supports the Access to Information Team in handling Subject Access Requests under Data Protection law, with duties covering logging, updating, and final disclosure of records.

Salary £25,272 per annum, full-time. The role requires good IT and communication skills, NHS background preferred, and offers flexible working

Qualifications

• GCSE Maths and English or equivalent required.
• Recent Office/clerical experience desirable.
• Knowledge of GDPR 2018 and Access to Health Records Act 1990 required.
• NHS background preferred.

Responsibilities

• Update and maintain the department's case management system for all access to records requests.
• Deal with enquiries and exchange information with staff, patients, and others in a professional manner.
• Retrieve, locate and track health records and radiology requests within deadlines.
• Interrogate Trust patient systems to locate patients and respond to queries.
• Photocopy, collate from digital systems and scan health records.

Skills

Good IT skills

Good communication skills

Education

Maths and English GCSE

Tools

Microsoft Word

Job description

Main area Admin and Clerical- Information Governance Grade NHS AfC: Band 2 Contract Fixed term: 9 months (On site role) Hours Full time - 37.5 hours per week (Mon to Fri, onsite) Job ref 357-LN-696-26-B

Employer United Lincolnshire Teaching Hospitals NHS Trust Employer type NHS Site Lincoln County Hospital Town Lincoln Salary £25,272 per annum Salary period Yearly Closing 29/10/2026 23:59

Access to Information Assistant - Band 2

NHS AfC: Band 2

We recognise that outstanding care can only be delivered through our people. We want to attract people who can help us deliver our vision. We want in return to help people achieve what they wish in their careers in the NHS at ULTH.

We are always keen to welcome highly skilled, committed and compassionate individuals to our hospitals – people who put patients at the heart of everything they do and are ready to help us achieve our vision.

Our Group values guide everything we do. They are:

Compassionate - We care about people - Compassionate is the act of showing empathy, kindness, and respect to others, recognising their individual needs and circumstances. It involves listening, understanding, and supporting others in a way that makes them feel valued, safe, and cared for.

Collaborative - We work together as a team - Collaborative is working inclusively and respectfully with others to achieve shared goals. It involves open communication, valuing diverse perspectives, and building trust to create a supportive and effective team environment.

Innovative - We strive to improve - Innovative is the process of exploring new ideas, approaches, and technologies to improve care, services, and working practices. It involves creativity, curiosity, and a willingness to take risks in a safe and supportive environment.

If you believe in them too, then you are ready to join the ULTH team.

We’ve taken great pride in building working environments where staff always feel valued, cared for and part of a team. Without doubt this is a challenging yet very rewarding job that is at the centre of health and care in Lincolnshire - making a positive difference to our patients.

Our Trust is situated in the beautiful county of Lincolnshire and is one of the biggest acute hospital trusts in England, serving a population of more than 700,000 people. We provide acute and specialist services to people in Lincolnshire and neighbouring counties. We have an annual income of £710 million (22/23) and we employ nearly 8,600 people.

Our Group Board have recently agreed a new vision statement – “Caring and building a healthier future for all” – stating their ambition for our Trust and the wider group to be among the best.

We also have a five year Integrated Improvement Plan setting out how we will achieve our strategic objectives, for patients, services, people and partners, the last recognising that our future success depends on our ability to ensure the Lincolnshire healthcare system is successful in achieving its ambition to help people live healthier lives and provide care closer to where people live.

Our latest CQC report increased our ratings for being effective and well-led from ‘Requires Improvement’ to ‘Good’. Our rating for caring remained as ‘Good’.

This is in recognition of the huge amount of work that our amazing staff have done to improve the quality of care for our patients in recent years.

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated.

So,what is in it for you?

• Flexible working: Depending on the needs of your role, we will consider requests for flexible and/or part-time working for whatever reason you should need it. We recognise flexible working will not look the same for everyone, because it depends on the nature of the role and the needs of the individual.

Types of flexibility could include:

• Part-time - less than 37.5 hours per week.
• Off-site/remote working - working from home or other sites for part or all the week.
• Compressed hours - usually full-time hours but over fewer days or shifts.
• Staggered hours - having different start and finish times.
• Set shift patterns - to allow for predictability
• NHS Pension:A generous and flexible pension scheme with contributions from us as your employer fully protected against inflation and guaranteed by the government
• Annual Leave: Starting at 27 days a year, rising to 33 days after 10 years plus eight bank holidays (for staff covered by Agenda for Change) For Medical Workforce positions (Consultant and Specialty Doctor), the full-time entitlement commences from 32 days per annum. For all other Medical Workforce positions, the full-time entitlement commences from 27 days per annum.
• Bank working:The chance to work extra hours at enhanced rates and we will pay you weekly too, ideal if your income needs a quick boost.

In addition, there ismore.

• Family & Childcare: Including on-site nurseries at Lincoln County Hospital and Pilgrim Hospital Boston, maternity, paternity, adoption & shared parental leave following a set period of employment.
• Health & Wellbeing: including counselling, mental health first aid, physiotherapy, eye tests.
• Learning & Development including Lincolnshire Talent Academy, leadership training, medical education, clinical education, Lincolnshire clinical research
• Financial support and benefits including Cycle2Work, car lease scheme, home electronics. Free on-site parking and free tea and coffee and the ability to save and borrow through your salary.
• Rewards & Recognition including staff awards, long service awards, retirement awards, examples of excellence and staff lottery.

Enjoy a better quality of life in one of the UK’s most welcoming counties. Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire welcomes everyone. Discover a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life.

Job overview

We are seeking a committed individual to join our Access to Information Team on a 9‑month fixed‑term basis.

The role will assist in providing an efficient and effective administrative service to the Access to Information Team of the United Lincolnshire Teaching Hospitals NHS Trust. This role will help support the Trust in responding to Subject Access Requests under Data Protection legislation.

This is an on‑site role, as access to paper clinical records is involved, access to secure information systems, and team working required to deliver safe and effective request handling.

Main duties of the job

Update and maintain the departments case management system for all requests for access to records. This includes initial logging, updates and final disclosure.

Deal with enquiries and exchange information with staff, patients and others, verbally, electronically and in writing using sensitivity, diplomacy and tact.

Retrieve, locate and track health records, ED records and radiology requests for records whilst working to set deadline. Reading requests and patient information to ensure all relevant notes are present.

Interrogate Trust patient systems to locate patients, find relevant information and respond to queries.

Photocopy, collate from digital systems and scan health records in accordance with departmental procedures and statutory obligations.

Good Team working skills are required within the admin team and wider Information Governance team and in operational and clinical areas.

Working for our organisation

Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.

United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.

Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.

This does not constitute a formal merger of the two organisations, but brings the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts retain their separate statutory names and legal obligations.

The Group is known as Lincolnshire Community and Hospitals NHS Group (LCHG).

Detailed job description and main responsibilities

Job Role

Update and maintain the departments case management system for all requests for access to records. This includes initial logging, updates and final disclosure.

Deal with enquiries and exchange information with staff, patients and others, verbally, electronically and in writing using sensitivity, diplomacy and tact.

Retrieve, locate and track health records, ED records and radiology requests for records whilst working to set deadline. Reading requests and patient information to ensure all relevant notes are present.

Interrogate Trust patient systems to locate patients, find relevant information and respond to queries.

Photocopy, collate from digital systems and scan health records in accordance with departmental procedures and statutory obligations.

Good Team working skills are required within the admin team and wider Information Governance team and in operational and clinical areas.

Report any breaches or potential breaches of statutory timescales to the Manager.

To ensure confidentiality in line with legislation and Trust Policy on all matters relating to patients, staff and Trust business.

Knowledge & experience

• Working knowledge of standard administrative office processes and procedures
• Knowledge and understanding of GDPR 2018, Access to Health Records
• Knowledge of hospital procedures and structure
• Experience of using IT systems

Skills

• Good IT skills
• Good communication skills both verbally and written

Behaviour

• Flexibility, adaptability and the ability to deal with change
• Polite and courteous to staff, solicitors and other professional bodies
• Ability to work under pressure

Person specification

Qualifications

• Maths and English GCSE or equivalent, grade 4 or above

Experience/ Knowledge

• Recent Office/ Clerical Experience
• Understanding of standard office processes and procedures
• Knowledge of Microsoft word and databases
• NHS background

Skills

• Good communication skills, verbal (inc telephone) and written
• Able to cope with pressure and work to deadlines
• Organisational Skills
• Knowledge of the GDPR 2018 and the access to health records Act 1990

Specific requirements

• To be able to prioritse workload
• Work with minimal supervision
• Able to cope with pressures and work to strict deadlines

ULTH recognises that everyone is different, and values the unique contribution that individual experiences, knowledge and skills make in delivering quality healthcare and becoming a model employer. We are committed to transforming our organisational culture by actively committing to implementing the Trust Single Equality Scheme, and other policies, such as the Dignity in Care policy and the Dignity at Work policy. We will continue to promote equality and challenge discrimination in all service provision, recognising and meeting the needs of the diverse communities we serve. We will strive to provide an environment in which people want to work and to be a model employer leading in good employment practice.

Due to the high volume of applications we receive, ULTH reserves the right to close this advert prior to the closing date.

We welcome applications from the UK Armed Forces Community.

• A Veteran
• A Military Reserve
• Partner/Spouse of those Serving NB: partners/spouses are only eligible whilst their partner is serving in the Armed Forces

All new employees will be subject to a charge for the DBS check that is required for the post. The Disclosure & Barring Service application form (formerly CRB) will be provided by ULTH and the fee will be deducted from your salary over a 3 month period.

Please note, for applicants with previous NHS service: If successful at interview, we will initiate an Inter Authority Transfer (IAT) via the Electronic Staff Record (ESR). This retrieves key data from your current or previous NHS employer to support onboarding, including competency status, Continuous Service Dates (CSD), and annual leave entitlement.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.