Disclosure Administrative Officer

NHS; Plymouth; On-site; GBP 25,000; Full time

Job summary

A healthcare provider in Plymouth is seeking a Disclosure Team member responsible for managing health record requests. The role involves processing requests under health regulations, ensuring compliance with data protection laws, and maintaining health records. Candidates should have strong clerical skills, experience with Microsoft applications, and an understanding of confidentiality. This is a full-time, permanent position offering a salary of £24,465 annually.

Qualifications

• Demonstrable clerical experience
• Proven understanding of patient confidentiality
• Able to manage workloads and work to deadlines

Responsibilities

• Process Subject Access Requests according to legal requirements
• Record requests and manage health records for scanning
• Liaise with third parties about request timescales

Skills

Clerical experience

Microsoft applications

Managing own workload

Patient confidentiality

Attention to detail

Communication skills

Education

Numeracy and literacy qualifications (GCSE or equivalent)

NVQ L2 in Business Administration or equivalent

Tools

iPM

Kodak Pro

Adobe

Job description

Job summary

The Disclosure Team is responsible for providing copies of health records and other information held by the Trust to individuals, Police, Solicitors and other third parties who make requests under the Access to Health Records Act 1990 and General Data Protection Regulation 2018.

Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

To process Subject Access Requests received and action in accordance with the requirements of the Access to Health Records Act 1990 and General Data Protection Regulation 2018.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted: 28 October 2025

Pay scheme: Agenda for Change

Band: Band 2

Salary: £24,465 a year per annum

Contract: Permanent

Working pattern: Full-time

Reference number: 216-PL-A7530803

Job locations: Central Records Library, Unit 4 Bush Park, Estover, Plymouth, PL6 7RG

Job description and responsibilities

• Ensure that requests for copies of patients health records are disclosed in accordance with the criteria laid down by the Access to Health Records Act 1990 and General Data Protection Regulation 2018.
• Record all such requests on the Disclosure Database. Locate, request and prepare health records for scanning.
• Initiate letters to Consultants requesting authority to release health records, following a checklist and Standard Operating Procedures (SOP) when necessary.
• Liaise with Solicitors and Insurance Companies regarding timescales.
• Establish that the information requested is not required in connection with a claim against the Trust, its clinicians and/or staff.
• Liaise closely with the Legal Officers and report any dubious requests for information.
• Ensure that health records required in connection with Court proceedings are readily accessible and complete.
• Maintain computerised incoming and outgoing records tracings on iPM.
• Assist in maintaining a large case note filing system, paying particular attention to the storage and retrieval of both active and dormant files.
• Locate, retrieve and prepare for scanning of the urgent health records in connection with third party requests.

Person Specification

Knowledge and Experience

• Essential: Demonstrable clerical experience
• Essential: Demonstrable experience working with PCs and Microsoft applications
• Essential: Demonstrable experience of managing own workload and working to strict deadlines
• Essential: Proven understanding of the need for patient confidentiality

Desirable

• Desirable: Proven knowledge of systems used such as iPM, Kodak Pro and Adobe, and a range of Health Records/Case note procedures
• Desirable: Proven understanding of the general principles of the Data Protection Act 2018, GDPR and Access to Health Records Act 1990

Qualifications

• Essential: Numeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
• Essential: NVQ L2 in Business Administration or equivalent demonstrable experience

Aptitude and Abilities

• Essential: Accuracy and attention to detail
• Essential: Excellent communication and interpersonal skills
• Essential: Able to remain calm when working in a busy environment
• Essential: Manual handling, required to carry, move, lift case notes, unload boxes containing case notes and collect case notes from around the store

Disposition, Attitude and Motivation

• Essential: Self-motivated and able to work on own initiative
• Essential: Willing to learn new skills and welcome change
• Essential: Flexible and adaptable to change

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.

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 the UT UK Visas and Immigration website. 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.

Additional information

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.

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 the UK Visas and Immigration website. 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. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name: University Hospitals Plymouth NHS Trust

Address: Central Records Library, Unit 4 Bush Park, Estover, Plymouth, PL6 7RG

Employer's website: Plymouth Hospitals NHS Trust