Subject Access Admin Clerk

Stockport; Stockport; On-site; GBP 23,000 - 28,000; Part time

Benefits offered by this job

Between 27-33 days annual leave + bank

Salary sacrifice schemes

Cycle to work scheme

Salary finance

Stockport Credit Union

Job summary

Stockport NHS Foundation Trust is seeking a part-time Administrative & Clerical Officer to join the SAR team at Stepping Hill Hospital, Stockport. The role processes requests for health records, inputs data into Datix, and coordinates with multiple record stores while ensuring GDPR compliance.

The post is 36 hours per week, Monday to Friday, with a pro rata NHS salary and benefits package. Applicants should have strong communication skills and experience in NHS settings.

Qualifications

• Good general secondary education or equivalent experience.
• Evidence of continued professional development.
• Knowledge of Data Protection Act and NHS systems.
• Experience working in a team and with the public.
• Experience in NHS or multi-agency settings is desirable.
• Excellent interpersonal and communication skills; able to manage sensitive situations.
• Ability to meet deadlines, remain calm under pressure and use initiative.
• Good telephone manner and workload prioritisation.
• Strong problem solving abilities.

Responsibilities

• Process health records requests, including consent documents.
• Input data for each request into the Datix system.
• Explain the SAR process to applicants and assist with options.
• Use hospital systems to identify records and their format.
• Ensure processing within GDPR timescales and Trust policy.
• Locate, retrieve and return records to the health records library and stores.
• Copy records and print from electronic systems as required.
• Coordinate with Stockport Community and Tameside Glossop records.
• Request records from off-site locations as needed.
• Ensure only records for the named patient are released.
• Report misfiled information on Datix.
• Collate each request in full and ensure release forms are signed securely.

Skills

Interpersonal skills

Communication

Deadline driven

Telephone manner

Initiative

Prioritisation

Problem solving

Education

General secondary education

CPD evidence

Tools

Datix

NHS hospital systems

Job description

From the exceptional opportunities we offer, to the remarkable care we provide for our patients, we think there is something special about working here.

Main area Admin & clerical Grade Band 2 Contract Permanent Hours Part time - 36 hours per week (Monday - Friday - 5 days a week) Job ref 362-ADM2COR-11-26

Site Stepping Hill Hospital, Poplar Grove, Hazel Grove Town Stockport Salary £25,272 pro rata per annum Salary period Yearly Closing 25/11/2026 23:59

Stockport NHS Foundation Trust

There are lots of good reasons to choose to come and work at Stockport NHS Foundation Trust. A dynamic integrated Trust with integrity and vision. Exactly the same qualities you’ll see in yourself. Stockport NHS Foundation Trust aims to be the organisation of choice for patients and an employer of choice for staff. In order to continually improve all aspects of our patient experience, we rely upon having a highly skilled, motivated, diverse, productive and patient focused workforce.

Stockport Foundation Trust is one of four ‘specialist’ hospital sites in Greater Manchester. Being a ‘specialist’ hospital will enhance our general surgery, anaesthetics, critical care and emergency medicine for the benefit of people in Stockport, High Peak, Cheshire and across Greater Manchester.

In your application for this post, please describe how your experience and skills align with 'Our values-based behaviours' ( see additional documentation) and provide examples.

Greater Manchester Continuous Service Commitment

As well as recognising previous NHS service, Stockport NHS Foundation Trust is a member of the Greater Manchester Continuous Service Commitment. If you are currently employed by Greater Manchester Local Authority, Combined Authority, GMFRS, TfGM as well as other public service organisations, Stockport NHS Foundation Trust will recognise your previous service for sickness and maternity/paternity/adoption entitlement and also for annual leave purposes (providing there has been no break in service). If you currently work for one of the above organisations and successfully apply for a post with Stockport NHS Foundation Trust, please ensure the Recruitment team are aware so that this service is reflected in your contract of employment.

Job overview

Come and join the Subject Access Request (SAR) team at Stockport NHS Foundation Trust.

You will be responsible for processing SARs received from patients, police and other third parties for copies of health records, radiology reports and other relevant medical records.

The post is for 36 hours a week, working over 5 days, Monday - Friday.

Important Notice on Visa Sponsorship Eligibility

Please note that whilst the trust does offer sponsorship this role is unfortunately not eligible for visa sponsorship under the UK Skilled Worker visa route. This is due to the position not meeting theminimum salary threshold of £41,200 per annumand/or the requiredskill levelset by UK Visas and Immigration.

We appreciate your interest in this opportunity and encourage applications from candidates who already have theright to work in the UK.

Main duties of the job

Process correspondence with regard to requests for health records, this includes the appropriate consent & associated documents.

Collate information and input all the data for each request onto the Datix system.

Explain the process of a SAR when receiving telephone enquiries and assist applicants with requirement options.

Utilise the hospital systems to establish when the patient has attended the hospital and in what format the records are held.

Ensure the request is processed within the timescales set by GDPR and Trust policy.

Locate, retrieve and return records to the Health Records library and various record stores across the Trust, ensuring the correct tracking of records at all times.

Copy records using physical notes retrieved. Print records from various electronic systems as required.

Co-ordinate Stockport Community and Tameside Glossop records, retrieving copies and permissions. Request records from off-site locations, e.g. District nurses and clinics.

Copy the health record, ensuring only information relating to patient named on the record is contained within the file.

Report all misfiled information on Datix.

Ensure that each request is collated in its entirety.

Ensure release forms are signed before sending records securely (via secure electronic portal/recorded delivery).

Working for our organisation

We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.

If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.

We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

Benefits we offer to you:

• Between 27-33 days of annual leave plus bank holidays
• Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
• Cycle to work scheme
• Salary finance – for loans, savings, budget planning and tips on managing debt
• Stockport Credit Union– for local financial advice

Detailed job description and main responsibilities

The job description gives an overview of the main tasks and responsibilities of the role, and the person specification focuses on the qualifications, skills, experience and knowledge required. These documents are attached on the page and can be downloaded.

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Person specification

Education & Qualifications

• Good general secondary education or equivalent experience
• Evidence of continued professional development

Knowledge

• Knowledge of Data Protection Act
• Knowledge of Datix and NHS Hospital Systems

Experience

• Experience of working in a team
• Previous experience of dealing with the public
• Previous experience of working within the NHS / Multi-agency working

Skills & Abilities

• Excellent interpersonal / communication skills
• Ability to deal with distressed people / confrontational situations
• Ability to meet deadlines and remain calm under pressure
• Able to use own initiative
• Good telephone manner
• Ability to prioritise and manage own workload
• Problem solving

Applicants are encouraged to read the documents attached to this vacancy before applying, including the job description and person specification and the information for applicants which includes useful information to assist you in completing your application.

From time to time we may need to close a vacancy early when in receipt of a sufficient number of applications.

Please note that all correspondence will be via your NHS Jobs account. Unfortunately we are not able to acknowledge each application. If you do not hear from us within four weeks of the closing date, please consider that you have not been shortlisted on this occasion. Please also note that Stockport NHS Foundation Trust are unable to refund Interview expenses or re-location costs.

Stockport NHS Foundation Trust is committed to promoting and championing a culture of diversity, fairness and equality for all applicants and employees. Applications are welcomed from all backgrounds and we strive to reflect the community we serve in our diverse workforce. Our "two tick" kite mark guarantees a candidate with a disability, who fulfills the essential criteria, an interview at the Trust. We can make reasonable adjustments, and offer support and advice in a variety of ways on request.

At the Trust we always adhere to the UK Visas and Immigration rules pertaining to right to work; candidates who do not hold UK or Republic of Ireland (RoI) citizenship are required to obtain a Certificate of Sponsorship (CoS) to be eligible to apply for either a Health and Care visa or Skilled Worker visa which allows them to work in the UK, unless they have eligibility to work in the UK via another route.

To avoid disappointment, candidates wishing to apply for a role at the Trust who do not hold UK or Republic of Ireland citizenship and who would require a CoS from an employer, should carry out a self-assessment process to identify the likelihood of obtaining CoS by visiting Work in the UK.

Use of Artificial Intelligence (AI)
If you choose to use AI when writing a job application, it is essential to personalise the content, particularly the supporting statement. AI cannot fully understand the specific context or requirements of a role and may generate inaccurate or misleading information. Over ‑ reliance on AI can reduce an applicant’s chances of success, as it cannot effectively demonstrate how individual knowledge, experience, and skills meet the job criteria. Applicants should ensure their statements reflect a personal voice and avoid a generic or robotic tone.
Please note that we monitor the use of AI in applications. Applicants who use AI are required to declare this as part of the application process.