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Job requirements
Essential
27 listedRequirements the employer expects applicants to meet.
- Other
Ability to travel if required
- Other
Ability to work independently
- Experience
Experience of working within an Access to Records, FOI, ICR or Claims environment
- Experience
Experience of coordinating administrative processes and workflows
- Experience
Experience of working to statutory deadlines and managing competing priorities
- Experience
Experience of handling sensitive and confidential information
- Communication
Ability to communicate clearly and professionally with a wide range of stakeholders
- Communication
Ability to explain processes and manage expectations for patients, staff and external parties
- Communication
Strong written communication skills for correspondence and reporting
- Communication
Ability to manage sensitive or challenging conversations appropriately
- Qualifications & Training
NVQ Level 4 in Business Administration or equivalent experience
- Qualifications & Training
GCSE English and Maths (or equivalent)
- Qualifications & Training
Evidence of ongoing professional development
- Skills, Abilities & Knowledge
Knowledge of Subject Access Requests (SAR), FOI processes and records disclosure requirements
- Skills, Abilities & Knowledge
Understanding of relevant legislation (e.g. UK GDPR, Data Protection Act, FOI Act) in a practical, operational context
- Skills, Abilities & Knowledge
Strong organisational skills with the ability to prioritise and manage workload effectively
- Skills, Abilities & Knowledge
Ability to follow and apply established procedures with sound judgement
- Skills, Abilities & Knowledge
Ability to analyse routine and non-routine situations and resolve issues within defined processes
- Skills, Abilities & Knowledge
Competent IT skills including Microsoft Office systems
- Skills, Abilities & Knowledge
Attention to detail and accuracy in handling sensitive information
- Personal and People Development
Ability to provide guidance and support to team members in day-today work
- Personal and People Development
Willingness to undertake training relevant to the role
- Personal Attributes / Behaviours
Reliable, organised and able to work under pressure
- Personal Attributes / Behaviours
Professional and calm approach to handling sensitive matters
- Personal Attributes / Behaviours
Ability to work both independently and as part of a team
- Personal Attributes / Behaviours
Flexible and adaptable to changing priorities
- Personal Attributes / Behaviours
Strong commitment to confidentiality and data protection
Desirable
18 listedAdditional qualities the employer would prefer.
- Experience
Experience of overseeing or coordinating a small team or service function
- Experience
Experience of working within an NHS or public sector organisation
- Experience
Experience of monitoring performance or producing reports
- Experience
Experience of service improvement or process review
- Communication
Experience communicating complex procedural information to non-specialists
- Communication
Experience handling escalated or complaintrelated enquiries
- Qualifications & Training
NVQ Level 4 in Business Administration or equivalent experience
- Qualifications & Training
GCSE English and Maths (or equivalent)
- Qualifications & Training
Evidence of ongoing professional development
- Qualifications & Training
SystmOne experience
- Skills, Abilities & Knowledge
Working knowledge of ICR and Claims processes
- Skills, Abilities & Knowledge
Experience of process monitoring tools or case management systems
- Skills, Abilities & Knowledge
Ability to contribute to development or improvement of procedures
- Skills, Abilities & Knowledge
Basic understanding of audit or quality assurance processes
- Personal and People Development
Experience of supporting onboarding or training of staff
- Personal and People Development
Ability to contribute to team development and knowledge sharing
- Personal Attributes / Behaviours
Proactive approach to problem solving
- Personal Attributes / Behaviours
Positive and supportive team approach
Job overview
To support the effective day-to-day delivery of the Access to Records service by processing Subject Access Requests (SAR), Freedom of Information (FOI) requests, Injury Cost Recovery (ICR) and Claims in line with legislation and Trust procedures.
The post holder will undertake administrative tasks to ensure requests are handled accurately, securely and within required timescales, contributing to a compliant and responsive service.
Main duties of the job
Process Subject Access Requests (SAR), Freedom of Information (FOI), Injury. Cost Recovery (ICR) and Claims requests in line with established procedures.
Log, track and manage requests through appropriate systems, ensuring statutory deadlines are met.
Undertake administrative tasks associated with the release of information, ensuring accuracy and completeness.
Escalate complex or non-routine requests to senior staff as required.
Ensure all information is handled in accordance with data protection legislation and Trust policies.
Detailed job description and main responsibilities
Undertake redaction and preparation of records for disclosure following established guidance.
Maintain accurate records of all requests and responses to ensure audit and traceability.
Provide administrative support for Claims processing, including gathering and preparing records for disclosure to legal representatives.
Respond to routine enquiries from patients, staff, solicitors and external organisations.
Provide clear information about Access to Records processes, escalating complex queries where required.
Communicate sensitively when dealing with potentially distressing information.
Maintain filing systems and databases, ensuring information is kept up to date and secure.
Prepare standard correspondence and documentation in response to requests.
Participate in audits and checks within own work area to support service improvement.
All staff are required to respect confidentiality of all matters that they learn as a result of the employment with the trust, including matters relating to other members of the staff and members of the public/patients.
Maintain appropriate patient and clinical records in line with the trusts policies andprocedures, and in line with the agreed service specification.
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Applying for this NHS job
This advert is for Access to Records Administrator with East of England Community Health and Care NHS Trust in Norwich, England. It is listed as a Band 3 Administrator role. The advertised salary is £25,760 - £27,476 Per Annum. The contract type is Permanent: Full time. The application deadline is 06 Oct 2026.
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