Subject access Request Coordinator

Navigo Health and Social Care CIC; Grimsby; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare organization is seeking a Subject Access Request Coordinator to help manage health records access for service users. The role involves processing requests, ensuring compliance with data protection legislation, and effectively communicating with applicants. Strong organizational skills and a relevant qualification are essential. This is a great opportunity to contribute to service user trust and transparency in health information management.

Benefits

Opportunities for training and development

Employee well-being programs

Qualifications

• Ability to follow procedures and apply policies consistently.
• Reliable and flexible, adapting to changing priorities.
• Demonstrates integrity and discretion when handling sensitive information.

Responsibilities

• Process and manage Subject Access Requests (SARs) from service users.
• Retrieve and prepare relevant records ensuring compliance.
• Communicate effectively with individuals making SARs.

Skills

Organizational skills

Attention to detail

Communication skills

IT skills

Education

Good general education to GCSE level including English and Maths

Qualification or formal training in data protection or records management

Tools

Microsoft Office

Electronic record systems

Job description

Were looking for a motivated individual to join our Digital, Systemsand Insights team as a Subject Access Request Coordinator. In this Band 3 role,you'll help our service users access their health records, ensuring informationis shared responsibly, securely, and in line with NHS standards.

Main duties of the job

As a SubjectAccess Request (SAR) Coordinator, you will support the management of serviceuser requests to access their health records in line with data protectionlegislation and policies. Working as part of the Digital, Systems and Insightsteam, you will log, process, and track SARs, ensuring information is sharedsecurely, accurately, and within statutory timeframes. The role involvesliaising with clinical and administrative colleagues, handling sensitiveinformation with confidentiality, and providing clear communication toapplicants. You will help safeguard service user rights while contributing tothe efficient, compliant delivery of our information governanceresponsibilities.

About us

Hello!

Weare Navigo. We look after North East Lincolnshire's mental health andwell-being, an award-winning social enterprise that provides mental healthservices to the NHS and beyond.

Thewhole basis of our work is to deliver services that we would be happy for ourown family to use.

Weoffer a range of mental health services, including acute and communityfacilities as well as specialist support such as outstanding older adultsinpatient services, rehabilitation and recovery community mental health and anoutstanding specialist eating disorder facility.

Rankedas one of the top UK companies to work for, we feature in the Best Companiestop 100 large company list.

Asa social enterprise, we do things a little bit differently and have alsodeveloped income-generating commercially viable businesses that providetraining, education and employment opportunities including Grimsby GardenCentre.

Workingat Navigo is not like working anywhere else. Lots of places say that, but wereally mean it.

Welike to work with forward-thinking people who want to make a difference.

Comeand Join us !

Pleasenote: Whilst we value all applications, if we believe an application to be AIgenerated, we will use a checking tool and may reject any application that hasbeen automatically generated.

Shouldyou require any assistance in completing this application due to a disabilityor other needs please contact [e-mail]

Job responsibilities

As a Subject Access RequestCoordinator, you will play an important role in supporting service users andstaff to access their health records, ensuring compliance with data protectionlegislation and NHS information governance standards. Your responsibilitieswill typically include:

1. 1. Processing and ManagingRequests

   Receiving and logging subject access requests(SARs) from service users, staff or authorised representatives.

   Checking requests forvalidity, ensuring correct authorisation and identification are provided.

   Recording and tracking allrequests using appropriate digital systems to maintain accurate audit trails.

   Prioritising cases to ensuredeadlines are met within statutory timeframes.

2. 2. Information Retrieval andPreparation

   Liaising with clinical,administrative and IT teams to locate and retrieve relevant records fromelectronic and paper-based systems.

   Reviewing records to identifyand prepare information for disclosure.

   Applying redaction to protectthird-party or sensitive information in line with policy and legislation.

   Ensuring that disclosedinformation is complete, accurate and securely packaged for release.

3. 3. Communication and Liaison

   Acting as a point of contactfor individuals making SARs, providing advice on the process and expectedtimescales.

   Communicating effectively andsensitively with patients, relatives and staff.

   Escalating complex orsensitive requests to senior colleagues or the Information Governance team asappropriate.

   Working collaboratively acrossdepartments to ensure timely responses to requests.

4. 4. Compliance andConfidentiality

   Ensuring all processing is inaccordance with the Data Protection Act 2018, the UK GDPR, and NHS informationgovernance requirements.

   Maintaining strictconfidentiality when handling personal and sensitive information.

   Following agreed standardoperating procedures and escalating concerns if non-compliance is identified.

   Supporting the organisation tomeet its statutory and regulatory obligations around patient access toinformation.

5. 5. Administrative Support

   Maintaining accurate recordsof all requests, actions taken, and responses issued.

   Using digital tools andtracking systems to monitor caseloads and deadlines.

   Producing routine reports formanagers to support oversight of SAR activity.

   Supporting audit processes andcontributing to service improvement initiatives.

6. 6. Team Contribution andDevelopment

   Working as part of theDigital, Systems and Insights team, contributing to a culture of accuracy,confidentiality, and service excellence.

   Assisting with the developmentand review of policies, procedures and guidance relating to SARs.

   Participating in training tomaintain up-to-date knowledge of data protection and information governance.

   Providing support and adviceto colleagues on SAR-related issues within the scope of the role.

   This role ensures thatindividuals rights of access to their health records are respected and upheld,while protecting the confidentiality of others and maintaining compliance withlegislation. The Subject Access Request Coordinator contributes directly to serviceuser trust, organisational transparency, and the safe, effective use of healthinformation.

Person Specification

Qualifications

• Good general education to GCSE level (or equivalent) including English and Maths.
• Qualification or formal training in data protection, records management or information governance.

Additional Criteria

• Strong organisational and time management skills.
• High level of accuracy and attention to detail.
• Ability to follow procedures and apply policies consistently.
• Good written and verbal communication skills, with the ability to explain processes clearly and sensitively.
• Competent IT skills, including Microsoft Office (Word, Excel, Outlook, Teams, Planner) and electronic record systems.
• Ability to work independently and as part of a team.
• Commitment to maintaining confidentiality at all times.
• Professional, courteous, and patient-centred approach.
• Reliable and flexible, with the ability to adapt to changing priorities.
• Demonstrates integrity and discretion when handling sensitive information.
• Ability to use specialist systems for records management or SAR tracking.
• Skills in redacting documents and information.
• Ability to produce basic reports and statistics from information systems.
• Willingness to undertake further training and development in information governance.
• Demonstrates initiative in problem solving within defined procedures.
• Ability to use specialist systems for records management or SAR tracking.
• Skills in redacting documents and information.
• Ability to produce basic reports and statistics from information systems.
• Willingness to undertake further training and development in information governance.
• Demonstrates initiative in problem solving within defined procedures.

Knowledge

• Awareness of confidentiality, Data Protection Act 2018 and UK GDPR principles.
• Understanding of the importance of information governance in the NHS.
• Knowledge of NHS systems, policies, and procedures relating to patient records.

Experience

• Experience in an administrative or clerical role.
• Experience of handling confidential or sensitive information.
• Previous experience of processing Subject Access Requests, Freedom of Information requests, or similar.
• Experience of working to deadlines and managing competing priorities.
• Previous experience in an NHS, healthcare, or public sector setting.
• Experience of contributing to audits, compliance checks or service improvement activities.

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.