Disclosures Team Member

University Hospital Southampton NHS FT; Southampton; On-site; GBP 21,000 - 25,000; Full time

Job summary

University Hospital Southampton NHS Foundation Trust is seeking a detail-oriented administrator to support the Disclosures Team in handling subject access requests for patient information. You will manage emails, calls and case assignments while ensuring timely responses within a calendar month.

You will download records from multiple clinical systems, verify identities, and redact information as required, maintaining strict confidentiality and privacy standards.

Qualifications

• GCSE Maths and English (or equivalent) and IT proficiency.
• Experience with administrative tasks and handling confidential information.
• Familiarity with data protection and information governance basics.

Responsibilities

• Respond to SARs by providing medical records and information within statutory deadlines.
• Perform admin duties: answer phones, manage emails, assign cases, and ID verification.
• Forward requests to Legal, Radiology, HEMS, Security as needed.
• Download records from 15+ clinical systems and redact information as required.

Skills

Attention to detail

Deadline driven

Procedural guidelines

Customer service

Team player

IT skills

Excel

Confidentiality

Education

GCSE Maths & English

NVQ3

Tools

Excel

eCaMIS

CHARTS

JAC

Metavision

Job description

Job Overview

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Please see below for the detailed job description of the role.

Main duties of the job.

As a successful candidate, you will be working within the Disclosures Team, providing medical records and information in response to over 5000 subject access requests (SARs) per year. You will work within a small team to ensure the Trust meets its statutory requirements and the deadlines of the Data Protection legislation. You will report to the Senior Information Governance Officer and the Head of Information Governance.

Working for our organization

University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.

Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast.

We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information.

At UHS, we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.

At UHS, we proudly champion individuality, recognising that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.

Detailed Job Description And Main Responsibilities

The Disclosures Team is a small team based at SGH. They handle the majority of requests for patient information and medical records. The team receives 5000+ requests per year from patients, families, solicitors, police and many others and the team must respond within one calendar month. Initially, you will be responsible for administration duties such as answering the telephone and taking messages, managing the team's email account, assigning new cases to the team, undertaking ID verification, and forwarding the requests to other departments (Legal, Radiology, HEMS, Security) who also need to provide patient records.

You will be taught to download patient information from 15+ clinical systems and to use the Trust's secure portal. Requests which involve police, safeguarding, psychiatry and psychology notes must be handled sensitively, ensuring the 'serious harm test' is not met. You will be taught to redact information from the records as required.

We Are Looking For Someone Who Can

• Work as part of a small team
• Organise your workload to meet statutory deadlines and individual/team targets
• Adhere to principles of confidentiality and privacy
• Work independently using their computer skills to send emails, download/upload information, collate and redact information.
• Take initiative to resolve problems as they occur, escalating to senior IG Officer or Head of IG as appropriate.

Person specification

Qualifications / Training Required

• GCSE (or equivalent) in Maths and English, or equivalent experience
• Extensive use of IT skills, including excel
• Educated to NVQ3 standard in a relevant subject or able to demonstrate an equivalent level of knowledge and skills plus proven experience and specialist knowledge in field

Previous or relevant experience necessary

Essential criteria

• Experience of IG
• Previous experience in an administrative role
• Good customer service experience/skills

Desirable criteria

• Knowledge of the DPA 2018
• Experience using eCaMIS system
• Experience using the following systems:
• CHARTS
• JAC
• Metavision
• Previous NHS experience

Aptitudes And Skills Required

Essential criteria

• Attention to detail
• Ability to work to deadlines and meet targets
• Ability to understand and follow written procedural guidelines