We are looking for a motivated individual to join our Digital, Systems and Insights team as a Subject Access Request Coordinator. In this Band 3 role, you\'ll help our service users access their health records, ensuring information is shared responsibly, securely, and in line with NHS standards.
Responsibilities
1. Processing and Managing Requests
Receiving and logging subject access requests (SARs) from service users, staff or authorised representatives. Checking requests for validity, ensuring correct authorisation and identification are provided. Recording and tracking all requests using appropriate digital systems to maintain accurate audit trails. Prioritising cases to ensure deadlines are met within statutory timeframes.
2. Information Retrieval and Preparation
Liaising with clinical, administrative and IT teams to locate and retrieve relevant records from electronic and paper-based systems. Reviewing records to identify and prepare information for disclosure. Applying redaction to protect third-party or sensitive information in line with policy and legislation. Ensuring that disclosed information is complete, accurate and securely packaged for release.
3. Communication and Liaison
Acting as a point of contact for individuals making SARs, providing advice on the process and expected timescales. Communicating effectively and sensitively with patients, relatives and staff. Escalating complex or sensitive requests to senior colleagues or the Information Governance team as appropriate. Working collaboratively across departments to ensure timely responses to requests.
4. Compliance and Confidentiality
Ensuring all processing is in accordance with the Data Protection Act 2018, the UK GDPR, and NHS information governance requirements. Maintaining strict confidentiality when handling personal and sensitive information. Following agreed standard operating procedures and escalating concerns if non-compliance is identified. Supporting the organisation to meet its statutory and regulatory obligations around patient access to information.
5. Administrative Support
Maintaining accurate records of all requests, actions taken, and responses issued. Using digital tools and tracking systems to monitor caseloads and deadlines. Producing routine reports for managers to support oversight of SAR activity. Supporting audit processes and contributing to service improvement initiatives.
6. Team Contribution and Development
Working as part of the Digital, Systems and Insights team, contributing to a culture of accuracy, confidentiality, and service excellence. Assisting with the development and review of policies, procedures and guidance relating to SARs. Participating in training to maintain up-to-date knowledge of data protection and information governance. Providing support and advice to colleagues on SAR-related issues within the scope of the role.
This role ensures that individuals\' rights of access to their health records are respected and upheld, while protecting the confidentiality of others and maintaining compliance with legislation. The Subject Access Request Coordinator contributes directly to service user trust, organisational transparency, and the safe, effective use of health information.
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.
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.
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