Subject Access Request Administrator

Freeman Hospital

Carthage (MO)

On-site

USD 28,000 - 33,000

Full time

5 hours ago

Be an early applicant

Application generator

A complete application in a minute — tailored resume and cover letter, ready to send.

Get past ATS filters

Benefits offered by this job

Staff Benefits

Job summary

Newcastle Hospitals NHS Foundation Trust is recruiting a Subject Access Request Administrator (Band 2) to join the SAR Team. The role focuses on processing information disclosure requests accurately, maintaining records, and communicating with patients and external organisations while meeting statutory deadlines.

The post requires strong administrative skills, attention to detail and the ability to work independently or as part of a team in a confidential environment.

Qualifications

NVQ Level 2 in appropriate subject or equivalent experience.
Desirable: MOST qualification or IT qualification.
Proven confidentiality and data handling knowledge.
Clerical and proof-reading experience.
Telephone handle and customer service experience.

Responsibilities

Process records requests within agreed timescales.
Log requests on electronic systems and maintain records.
Respond to calls, emails and queries from patients, staff and external organisations.
Locate, track and retrieve records for disclosure.
Ensure confidential information is handled securely per policies.

Skills

Telephone skills

Data extraction across IT systems

Teamwork in multidisciplinary settings

Literacy & numeracy

Education

NVQ Level 2 in appropriate subject

Equivalent experience

Tools

Microsoft Office Skills Training

Job description

Qualifications & Education

Essential criteria

Employer heading

Subject Access Request Administrator

Band 2

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion. With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, we’re in the top five providers of specialised health services in the country. As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders. We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups. Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job Overview

We are seeking to recruit an enthusiastic, highly motivated and organised Subject Access Request Administrator to join our department. The successful candidate will be responsible for providing day-to-day administrative services in relation to the disclosure of information, working within a fast-paced environment where accuracy, attention to detail and excellent organisational skills are essential. The successful candidate will be able to demonstrate excellent communication and interpersonal skills, providing support and assistance to members of the public, patients, staff and other organisations in relation to information disclosure. You will act as a key point of contact for enquiries, ensuring a professional, responsive and customer-focused service is delivered at all times. We require a conscientious individual with the ability to prioritise and organise a varied workload, providing a timely and accurate service whilst working to statutory deadlines and managing competing and challenging priorities. The ability to work both independently and as part of a team, whilst maintaining confidentiality and handling sensitive information appropriately, is essential. This is an excellent opportunity for an individual with strong administrative skills, a keen eye for detail, and a commitment to delivering high-quality services to patients, service users and colleagues.

Main duties of the job

Assist in the processing of approximately 10,000 information disclosure requests each year from patients and third parties
Support the provision of a comprehensive disclosure service, ensuring information is provided in a timely and accurate manner
Receive and respond to telephone calls, emails and other enquiries from patients, members of the public, staff and external organisations
Maintain accurate records and databases to support the disclosure process
Liaise with departments across the Trust to obtain information required to fulfil requests
Prioritise and organise workload to ensure deadlines are met and service standards are maintained
Ensure confidential information is handled appropriately and in line with Trust policies and procedures

Working for our organisation

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

With around 2 million contacts with patients every year, we deliver care from:

Royal Victoria Infirmary (RVI)
Freeman Hospital
Newcastle Dental Hospital
Cramlington Manor Walks
Urgent treatment centres
Newcastle Fertility Centre
Northern Centre for Cancer Care, North Cumbria
Northern Genetics Service

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Detailed Job Description And Main Responsibilities

The post holder will be part of the Subject Access Request Team, supporting the delivery of a high-quality and efficient records request service.

Key Responsibilities Include

Processing requests for records and ensuring they are completed within agreed timescales.
Logging requests on relevant electronic systems and maintaining accurate records.
Responding to telephone calls, emails and queries from patients, staff and external organisations.
Locating, tracking and retrieving records required to fulfil requests.
Reproducing and preparing records for disclosure where required.
Ensuring confidential information is handled securely and in accordance with Trust policies and procedures.
Supporting the team to deliver an efficient, accurate and customer-focused service.
Interview Date 22 October 2026
37 Hours 30 Minutes/Week
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy

NO AGENCIES PLEASE

Person specification

Qualifications & Education

Essential criteria

NVQ Level 2 in appropriate subject or equivalent experience

Desirable criteria

Microsoft Office Skills Training (MOST) qualification or IT qualification

Knowledge & Experience

Essential criteria

Understanding of confidentiality issues
Previous clerical experience
Experience of proof reading with good attention to detail and accuracy

Desirable criteria

Previous experience working in a Subject Access Request or Health Records Team
Knowledge of the Trusts Electronic patient records system
Telephone experience
Experience using a photocopier
Knowledge of Patient Administration System (PAS)
Knowledge of GDPR/ Data Protection Act
Knowledge of NHS policies and procedures

Skills & Abilities

Essential criteria

Telephone skills
Ability to understand and collect data from a diverse variety of internal IT systems
Ability to work effectively as part of a multidisciplinary team
Good Literacy and Numeracy Skills

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.

Employer certification / accreditation badges

Documents to download