# Access to Records Administrator > NHS job listing from Job Clerk for East of England Community Health and Care NHS Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/access-to-records-administrator/fb306c13-cd30-469e-82c5-8323a02cfd42 - **Markdown:** https://www.jobclerk.com/job/access-to-records-administrator/fb306c13-cd30-469e-82c5-8323a02cfd42.md ## Summary - **Status:** Live - **Employer:** East of England Community Health and Care NHS Trust - **Location:** Norwich Community Hospital - **Workplace type:** onsite - **Profession:** Administrator - **Grade:** Band 3 - **Salary:** £25,760 - £27,476 Per Annum - **Contract type:** Permanent: Full time - **Employment type:** Full time - 37.5 hours per week (5 working days a week Monday to Friday) - **Closing date:** 2026-10-06T22:59:00.000Z - **Posted:** 2026-09-28T14:50:43.078Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Norfolk/Norwich/East_England_Community_Health_Care_NHS_Trust/Access_Records_Administrator/Access_Records_Administrator-v8327430 - **Application URL:** https://apps.trac.jobs/job-advert/8327430?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.eastofenglandcommunityhealthandcare.nhs.uk ## Job Content ### 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. ## Person Specification ### Other **Essential** - Ability to travel if required - Ability to work independently ### Experience **Essential** - Experience of working within an Access to Records, FOI, ICR or Claims environment - Experience of coordinating administrative processes and workflows - Experience of working to statutory deadlines and managing competing priorities - Experience of handling sensitive and confidential information **Desirable** - Experience of overseeing or coordinating a small team or service function - Experience of working within an NHS or public sector organisation - Experience of monitoring performance or producing reports - Experience of service improvement or process review ### Communication **Essential** - Ability to communicate clearly and professionally with a wide range of stakeholders - Ability to explain processes and manage expectations for patients, staff and external parties - Strong written communication skills for correspondence and reporting - Ability to manage sensitive or challenging conversations appropriately **Desirable** - Experience communicating complex procedural information to non-specialists - Experience handling escalated or complaintrelated enquiries ### Qualifications & Training **Essential** - NVQ Level 4 in Business Administration or equivalent experience - GCSE English and Maths (or equivalent) - Evidence of ongoing professional development **Desirable** - NVQ Level 4 in Business Administration or equivalent experience - GCSE English and Maths (or equivalent) - Evidence of ongoing professional development - SystmOne experience ### Skills, Abilities & Knowledge **Essential** - Knowledge of Subject Access Requests (SAR), FOI processes and records disclosure requirements - Understanding of relevant legislation (e.g. UK GDPR, Data Protection Act, FOI Act) in a practical, operational context - Strong organisational skills with the ability to prioritise and manage workload effectively - Ability to follow and apply established procedures with sound judgement - Ability to analyse routine and non-routine situations and resolve issues within defined processes - Competent IT skills including Microsoft Office systems - Attention to detail and accuracy in handling sensitive information **Desirable** - Working knowledge of ICR and Claims processes - Experience of process monitoring tools or case management systems - Ability to contribute to development or improvement of procedures - Basic understanding of audit or quality assurance processes ### Personal and People Development **Essential** - Ability to provide guidance and support to team members in day-today work - Willingness to undertake training relevant to the role **Desirable** - Experience of supporting onboarding or training of staff - Ability to contribute to team development and knowledge sharing ### Personal Attributes / Behaviours **Essential** - Reliable, organised and able to work under pressure - Professional and calm approach to handling sensitive matters - Ability to work both independently and as part of a team - Flexible and adaptable to changing priorities - Strong commitment to confidentiality and data protection **Desirable** - Proactive approach to problem solving - Positive and supportive team approach ## Documents - [dbs guidance (pdf, 131.5kb)](https://www.healthjobsuk.com/documents?edoc=2219) - [nchc behaviours (pdf, 4.2mb)](https://www.healthjobsuk.com/documents?edoc=2218) - [privacy notice (pdf, 30.4kb)](https://www.healthjobsuk.com/documents?edoc=2215) - [application guidelines (pdf, 1.2mb)](https://www.healthjobsuk.com/documents?edoc=2216) - [access to records administrator (pdf, 186.4kb)](https://www.healthjobsuk.com/documents?vdoc=10649936) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.