Band 5 NurseandBand 2 Healthcare Support Workerrecruitment iscentralised, meaning when you apply you will be considered fora number of rolesacross the Trust. If you have any questions please email:nursing.careers@ouh.nhs.uk .
Domestic,catering,porteringandmaintenance engineerservices at some of our hospitals are provided by our PFI partners. For these jobs, please seevacancies with our PFI partners .
Centralised - Legal Services Subject Access Administrator
Band 4
Main area Legal Services Grade Band 4 Contract Fixed term: 12 months (Maternity Cover) Hours Full time - 37.5 hours per week Job ref 321-CENT-7151111-B4-PUB
Site John Radcliffe Hospital Town Oxford Salary £26,530 - £29,114 per annum/pro rata Salary period Yearly Closing 16/06/2025 23:59 Interview date 23/06/2025
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel .
Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visitwww.ouh.nhs.uk/about/vision-and-values
Job overview
Are you passionate about making a positive impact in the healthcare industry? Do you thrive in a dynamic and compassionate environment? If so, we have exciting opportunities for you!
Our clinical support patient facing administration workforce is vital to our organisation, without them our front-line Doctors, Nurses and Allied Health Professional cannot deliver the excellent care to our patients we strive for. As a support to our clinical workforce within the Divisions you will play a crucial role in ensuring the smooth and efficient operation of our hospital wards.
Your efforts will directly contribute to the well-being and comfort of our patients, making you an integral part of their healthcare journey.
Main duties of the job
We have adopted a centralised hiring process for administration roles in bands 2-3 and 4-5. This means you apply once and are considered for multiple positions within our organisation, saving time for both candidates and managers while accessing a broader talent pool.
This week are currently recruiting for the following Bands 4 and 5 role across the organisation:
* Legal Services Subject Access Administrator - 37.5 hours per week - 12 month FTC
When applying please:
* Include as much detail as possible in the application inc. qualifications, roles and responsibilities
* Include a supporting statement and showcase your skills and experience
* Specify if you have a strong desire to work in a certain department or role type
* Let us know if you want full time or part time work
Shortlisting will be carried out on: W/C 16 June 2025
The interview date for successful candidates will be: 24th June 2025
Please note, this vacancy may close early if there are sufficient applications.
To provide a professional administrative service within a team dedicated to meeting stringent time scales as set out in the GDPR Act 2018 and Access to Health Records Act 1990, on producing copy records for Personal and Medico-Legal purposes. Effective and efficient patient administration supports management through a high standard of data quality and by making the best use of capacity and resources.
Working for our organisation
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Detailed job description and main responsibilities
• The Legal Services Subject Access Administrator will provide comprehensive administration support to the Legal Services team. Although this post is primarily office based, some hybrid working may be considered on successful completion of probationary / training period.
Key Duties and Responsibilities (please see job description for full details):
• Provide a complete administrative service including word processing, filing and photo-copying
• Pull records from main library as necessary
• Request records from secretaries and other holders of the health records as needed
• Sort and distribute incoming mail
• Ensure a complete audit trail is maintained by updating database on all Personal and Subject Access requests
• Prioritise workload daily to ensure timescales are met
• To be able to communicate effectively using good verbal and written skills at all levels with other colleagues, health professionals and the public
• Ability to meet the physical demands that are needed in this very busy department
• To prioritise, recognise and liaise with Head of Legal Services on more complex enquiries if necessary
• Assist the Legal Services team based at the John Radcliffe in the retrieval of Health Records across the Trust and ensure the safe delivery of these
• Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change
• Maintain the health record as per the instructions of the health records policy
• Assist with audits as requested by the Legal Services Office Manager
• Comply with the requirements of the GDPR, Access to Health Records Act and legislation issued in relation to confidential data
• Assist colleagues throughout the department in providing a reasonable cover of the work of absent colleagues when necessary
• Provide comments / suggestions to the Legal Services Office Manager on working practices with the aim to continually improve and actively contribute towards improved service delivery
• Provide a professional service in assisting colleagues within and outside of the Trust in matters relating to correct access of records for Subject Access Requests
Person specification
Qualifications
* GCSE or equivalent in English and Maths, grades A-C
Interpersonal Skills
* Makes a positive contribution to effective multi-disciplinary team working
* Excellent customer care and communication
* Ability to adapt communication style as required
Experience and Skills
* MS office and applications (including Word, Excel and Outlook)
* Previous experience within the NHS/public sector
COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.
Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.
Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.
Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.
Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.
No unsolicited recruitment agency telephone calls or emails.
Employer certification / accreditation badges
Application numbers
Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.
Name Moya Hughes Job title Office Manager, Legal Services Team Email address Moya.Hughes@ouh.nhs.uk Telephone number 01865 222482
If you have problems applying, contact
Address Corporate, Estates, ROE & SUWON
OUH Recruitment Team
Telephone 01865 743462
Domestic / catering / porteringservices at theJohn Radcliffe Hospitalare provided byMitie.
Domestic / catering / portering / maintenance engineerservices at theChurchill HospitalandNuffield Orthopaedic Centreare provided byG4S.
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