Access to Information Clerk

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 20,000 - 25,000; Full time

Job summary

A major NHS Trust located in Liverpool is seeking an Access to Information Clerk. The role involves processing Subject Access Requests, providing high-quality customer service, and maintaining confidentiality. Ideal candidates should possess GCSE qualifications and experience in dealing with the public, particularly within an NHS setting. This position offers a chance to build administrative skills in a supportive environment with a focus on compliance and customer care.

Benefits

Opportunity for career growth

Supportive work environment

Comprehensive training

Qualifications

• Current employee of LAASP organization.
• Experience in working in an NHS environment.
• Demonstrable experience of dealing with the public.

Responsibilities

• Process Subject Access Requests in compliance with legislation.
• Retrieving and collating patient information.
• Maintain confidentiality and data security.

Skills

Excellent verbal and written communication

Attention to detail

Customer service skills

Education

GCSE standard (level 2) with 4 GCSE's at level A-C

ECDL or equivalent

Job description

Access to Information Clerk

The closing date is 30 December 2025

This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women's Hospital or, The Walton Centre.

Are you looking for a new challenge? Are you interested in a career within the NHS?

An exciting opportunity has arisen to work in the Corporate Information Compliance team within the Chair & Chief Executives department here at Liverpool University Hospitals.

We are delighted to be advertising an opportunity for an Access to Information Clerk.

This is an exciting opportunity to join Liverpool University Hospitals NHS Foundation Trust and learn the skills and knowledge to grow in an NHS administration career.

The position is an opportunity to build upon existing skills and learn new skills within an administrative environment.

The post holder will be required to fulfil all responsibilities necessary to provide high quality customer service and administrative support ensuring that standards are maintained in line with the Trust's policies and procedures.

Main duties of the job

Key / Principle Duties of the Role:

To process Subject Access Requests (SAR) in line with established processes and procedures which ensure compliance with current legislation and UK- GDPR.

To retrieve, collate and review patient information from both electronic and paper records.

To receive and process complex and routine SAR requests from a variety of sources including the general public, solicitors, police, local authorities, MPs, other NHS organisations.

To provide a responsive and customer focussed service.

About us

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award‑winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single‑site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women’s, visit their careers page.

Job responsibilities

Communicate with internal and external colleagues i.e. Medical staff, in a professional manner, using tact and diplomacy when dealing with anxious, bereaved or upset relatives.

Communication methods include telephone, letter, email and face to face.

Liaise with medical staff where necessary in order to gain their professional opinion as to whether disclosure is likely to have a detrimental impact on the requestor.

Emotional effort may be required when exposed to records which may contain distressing information.

Maintain attention to detail when preparing information for release, including redacting or summarising information in accordance with departmental processes.

This may include prolonged and high level of concentration when summarising the information for disclosure.

Using judgement and knowledge, including analysing basic legal and medical terminology, to ensure that any information is redacted as necessary prior to disclosure in accordance with current legislation, including any third‑party information documented in the records where it is not possible to obtain consent from the third party.

The post holder may use their own initiative when dealing with urgent request i.e., from the police when consent has not been obtained, seeking advice or escalating when required.

Summarising information (Quality Assurance process) in accordance with departmental processes.

Using departmental protocols and Standard Operating Procedures (SOP), collate SAR requests as directed by your Team Leader, disclosing information in line with current legislation.

Utilising all the Trust’s patient administration systems, retrieve and collate SAR requests. For systems not available to SARs, communicate with those services to provide the information.

Such services include radiology, GUM, dental and medical photography.

Ensure the correct proof of identity and/or authorisation is received depending on the request, in relation to UK‑GDPR and the Access to Health Records Act 1990.

Provide SAR completed requests in line with the requested format such as verbally, via paper or electronically. Ensure all electronic formats are password protected.

Plan and organise your workload, using your knowledge of the role to meet the expected targets and outcomes, i.e., dealing with court orders as a priority.

Escalate any delays or issues in completing SAR requests directly to your supervisor.

Utilising the SARs database, ensure records are up to date.

Ensure retrieval of information does not compromise data security.

Provide routine advice and guidance to internal and external requestors including patients and relatives on SAR processes and procedures in order to meet expectations.

Communicating with the requestor to ensure expectations are met.

Ensure compliance with all protocols relating to SAR processes.

Ensure safe and economical use of equipment and resources. Monitor stationary levels, advising the Team Leader when stock levels are low.

Demonstrate and explain processes and procedures to new starters within the SAR team.

Escalate concerns, issues and complaints which are outside of your scope of work to your Team Leader.

Work as part of a team to ensure that an efficient and quality service is provided at all times.

Be flexible to meet the requirements of the service.

Maintain up to date knowledge of UK‑GDPR in relation to subject access.

Ensure confidentiality and privacy is maintained at all times.

Person Specification

Qualifications

• Current employee of LAASP organisation
• Educated to GCSE standard (level 2) with 4 GCSE's at level A-C or equivalent experience in an administrative field.
• ECDL, or equivalent of experience of working with IT

Experience

• Demonstrable experience of dealing with the public and external organisations
• Demonstrable experience of working to deadlines and targets
• Experience of working within a team and supporting colleagues
• Experience of retrieving information
• Experience of working in an NHS environment

Knowledge

• Knowledge of requirements of confidentiality
• Knowledge of the GDPR regulations
• Knowledge of PAS and Hospital systems

Skills

• Ability to use own initiative regarding standard operating procedures with support from immediate supervisor
• Ability to work with a range of professionals
• Ability to display attention to details
• Excellent verbal and written communication manner
• Excellent customer service skills and presents a professional image

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.

Address

Liverpool University Hospitals NHS Foundation Trust - Aintree Hospital Site