Subject Access Request Administrator

NHS Professionals; Stoke Mandeville; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Competitive pay

24/7 support

Multi locational

Shift portal access

Ad hoc/long-term placements

Training opportunities

Holiday accrual

Pension

Job summary

NHS Professionals is seeking a Subject Access Request Administrator to join the Access to Health Records team at Buckinghamshire Healthcare NHS Trust, based at Stoke Mandeville Hospital. You will process SARs, medico-legal requests and other patient information requests in line with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990, ensuring timely, accurate disclosures.

The role offers onsite working hours, 37.5 per week, 6-month duration, with on-site training and

Qualifications

• Strong accuracy and attention to detail when preparing, scanning, checking, redacting and releasing patient information.
• Understanding of Information Governance, confidentiality, UK GDPR, Data Protection Act 2018 and safe records handling.
• Ability to follow SOPs, work to statutory/service deadlines, prioritise urgent requests and escalate when needed.
• Good basic IT skills, including Evolve/EDMS, scanning equipment and case management/tracking systems; training can be provided.

Responsibilities

• Process Subject Access Requests (SARs), medico-legal requests and other requests for patient information in accordance with GDPR, Data Protection Act 2018 (DPA18) and the Access to Health Records Act 1990, ensuring all requests are completed within statutory timeframes.
• Exercise independent judgement, following data protection guidance, in determining what information can be released, obtaining appropriate consent and disclosure sign-off, and escalating complex, sensitive or high-risk cases to the Access to Health Records Officer.
• Verify the identification and consent of requestors prior to disclosure of personal and sensitive information, maintaining accurate and auditable records of decisions made.
• Utilise Trust systems, including the electronic patient record and case management systems, to log, track and monitor the progress of all requests, ensuring records are accurate, complete and retrievable.
• Identify, locate and retrieve records, both electronic and paper, across Trust sites, including casualty cards, x-rays and records held by other departments, co-ordinating with any external storage or retrieval provider as required.
• Review and prepare collated information for disclosure, applying redactions as directed and checking for third‑party or other sensitive information prior to release.
• Act as a point of escalation for complex enquiries from solicitors, police, coroners, external agencies, patients and relatives, using tact, discretion and sensitivity.
• Advise Trust staff at all levels on the requirements of the GDPR, DPA18 and the Access to Health Records Act 1990 in relation to their duties and responsibilities.
• Monitor progress against statutory deadlines, proactively flagging cases at risk of breach to the Access to Health Records Officer / Deputy Medical Records Manager, and reporting any data security incidents or breaches of confidentiality in line with Trust policy.
• Propose and help implement improvements to departmental working procedures and practices.
• Undertake regular audits and quality checks of own and team members' work to ensure accuracy and compliance, feeding back findings to the Team Leader.
• Produce regular activity and performance reports as requested by the Access to Health Records Officer.
• Respond effectively and professionally to telephone, written and in‑person enquiries, ensuring patient confidentiality is maintained at all times, escalating to the Team Leader where necessary.
• Travel to other Trust sites as required to retrieve records or attend meetings and training.
• Undertake any other duties commensurate with the band, as reasonably directed by the Access to Health Records Officer or Deputy Medical Records Manager.

Skills

Accuracy

UK GDPR

Information Governance

IT Skills

Job description

Job Title

Subject Access Request Administrator

Trust Location

Buckinghamshire Healthcare NHS Trust

Location

Stoke Mandeville Hospital, HP21 8AL

Hours

37.5 hours per week

Working Pattern

Monday- Friday- 7.5 hours per day (Onsite)- 7:30AM- 3:30PM

Duration

6 Months from Commencement Date

Main Purpose Post

The post holder will be responsible for processing Subject Access Requests (SARs), medico-legal requests and other requests for patient information, ensuring information is disclosed accurately, securely and within statutory timeframes in accordance with UK GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990. Working as part of the Access to Health Records team, the post holder will follow established policies and procedures when verifying identity and consent, reviewing information for disclosure, applying appropriate redactions and escalating complex, sensitive or high-risk cases to the Access to Health Records Officer where required.

You’ll learn the following whilst working at the trust

• An in depth understanding of the roles and responsibilities involved in working within the NHS
• Knowledge of the systems used, to effectively complete your role to the highest standard at all times
• A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

Key Duties and Responsibilities

• To process Subject Access Requests (SARs), medico-legal requests and other requests for patient information in accordance with the GDPR, Data Protection Act 2018 (DPA18) and the Access to Health Records Act 1990, ensuring all requests are completed within statutory timeframes.
• To exercise independent judgement, following data protection guidance, in determining what information can be released, obtaining appropriate consent and disclosure sign-off, and escalating complex, sensitive or high-risk cases to the Access to Health Records Officer.
• To verify the identification and consent of requestors prior to disclosure of personal and sensitive information, maintaining accurate and auditable records of decisions made.
• To utilise Trust systems, including the electronic patient record and case management systems, to log, track and monitor the progress of all requests, ensuring records are accurate, complete and retrievable.
• To identify, locate and retrieve records, both electronic and paper, across Trust sites, including casualty cards, x-rays and records held by other departments, co-ordinating with any external storage or retrieval provider as required.
• To review and prepare collated information for disclosure, applying redactions as directed and checking for third‑party or other sensitive information prior to release.
• To act as a point of escalation for complex enquiries from solicitors, police, coroners, external agencies, patients and relatives, using tact, discretion and sensitivity, including when dealing with distressed or bereaved individuals.
• To advise Trust staff at all levels on the requirements of the GDPR, DPA18 and the Access to Health Records Act 1990 in relation to their duties and responsibilities.
• To monitor progress against statutory deadlines, proactively flagging cases at risk of breach to the Access to Health Records Officer / Deputy Medical Records Manager, and reporting any data security incidents or breaches of confidentiality in line with Trust policy.
• To propose and help implement improvements to departmental working procedures and practices.
• To undertake regular audits and quality checks of own and team members' work to ensure accuracy and compliance, feeding back findings to the Team Leader.
• To produce regular activity and performance reports as requested by the Access to Health Records Officer.
• To respond effectively and professionally to telephone, written and in‑person enquiries, ensuring patient confidentiality is maintained at all times, escalating to the Team Leader where necessary.
• To travel to other Trust sites as required to retrieve records or attend meetings and training.
• To undertake any other duties commensurate with the band, as reasonably directed by the Access to Health Records Officer or Deputy Medical Records Manager.

You’ll have the following skills/experience

• Strong accuracy and attention to detail when preparing, scanning, checking, redacting and releasing patient information.
• Understanding of Information Governance, confidentiality, UK GDPR, Data Protection Act 2018 and safe records handling.
• Ability to follow SOPs, work to statutory/service deadlines, prioritise urgent requests and escalat…
• Good basic IT skills, including Evolve/EDMS, scanning equipment and case management/tracking systems; training can be provided.

As a member of NHS Professionals, you have fantastic benefits

• Competitive pay rates- work this week, get paid next week
• Essential support when you need it- 24/7 365 days- call us anytime
• Multi locational- work across neighbouring Trusts
• Manage your shifts and timesheets on the go- access your “My Bank” shift portal anywhere, anytime online or through your smartphone
• Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
• Training and development opportunities- Keep up with the essentials and more
• Build holiday allowance for every shift you work- your work life balance is important to us
• Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work‑life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

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