Detailed job description
and main responsibilities
1. Processing and coordinating Subject Access Requests, ensuring timely and compliant disclosure of medical records.
2. Communicating directly with patients, relatives, solicitors, GPs, police, safeguarding teams, and internal colleagues.
3. Using various IT systems to locate physical and scanned records and flag issues such as missing or mis‑scanned documents.
4. Managing incoming emails and mail, routine correspondence, and escalating complex cases where required.
5. Maintaining accurate logs, databases and tracking information to ensure high‑quality data management.
6. Providing non‑clinical advice sensitively, including when patients or relatives may be distressed.
7. Preparing documentation such as insurance forms, DWP forms and pension service paperwork.
8. Upholding strict confidentiality, data protection standards, and departmental procedures.
We’re looking for someone who:
9. Is highly organised, with excellent attention to detail and strong administrative skills.
10. Communicates clearly and professionally with a wide range of people.
11. Can prioritise work effectively and use their own initiative within set boundaries.
12. Remains calm, empathetic and respectful when dealing with sensitive or emotional situations.
13. Has excellent IT skills and is confident learning new systems (training provided).
14. Understands or is keen to learn about data protection, confidentiality and medical records processes.
Person specification
Education
Essential criteria
15. Educated to GCSE level (or equivalent experience)
16. Demonstrably good level of literacy and numeracy
17. OCR/RSA III typing/word processing or equivalent
Desirable criteria
18. Knowledge or previous training within Information Governance and/or Data Protection legislation
Experience
Essential criteria
19. Administrative/Clerical experience
20. Experience using Microsoft Office software (Outlook, Word, Excel, etc.)
21. Effective communicator with both internal and external stakeholders
22. Managing and prioritising own workload
23. Experience of working within strict legal guidelines and policies
Desirable criteria
24. Experience working in a healthcare setting
25. Experience of handling sensitive personal data
26. Use of medical records systems
27. Legal experience
Technical skills and competencies
Essential criteria
28. Good IT skills and level of computer literacy with particular emphasis on word processing, databases, internet and email
29. Strong attention to detail
30. Able to deal with a wide range of staff, patients and public in a polite and professional way
31. Possess a willingness to learn as role requirement will change with legislative/system changes
32. Ability to clearly articulate and explain key concepts related to the role
Desirable criteria
33. Willingness to learn use of different IT systems
34. Ability to multi-task
Knowledge
Essential criteria
35. Knowledge of legislation relating to Data Protection and data subjects’ rights
36. Awareness of Information Governance
Desirable criteria
37. Awareness of NHS policies and procedures
38. Knowledge of medical terminology
Other requirements specific to the role
Essential criteria
39. Understand the management of highly confidential information
40. Use of display screen equipment continually most days
41. Use of telephone
42. Frequent periods of concentration
Desirable criteria
43. Ability to travel between main hospital sites, as required
Personal attributes
Essential criteria
44. Open, responsive and positive attitude towards change
45. Good verbal and written communication skills
46. Able to work effectively within a team based across multiple sites to achieve compliance with request timescales.
47. Ability to liaise with peers, external agencies and general public equally
48. Deal sensitively with patients/family when required
49. Willingness and ability to manage a fluctuating volume of workload – not easily flustered
50. Willingness and awareness to ask for help if required
Desirable criteria
51. Willingness to build knowledge and expertise
Language requirement
Essential criteria
52. Be able to speak English as necessary to undertake the role