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Job requirements
Requirements from the employer’s person specification. These describe the role, not your personal match.
Essential
9 listedRequirements the employer expects applicants to meet.
- Aptitudes and skills required
Attention to detail
- Aptitudes and skills required
Ability to work to deadlines and meet targets
- Aptitudes and skills required
Ability to understand and follow written procedural guidelines
- Qualifications / training required
GCSE (or equivalent) in Maths and English, or equivalent experience
- Qualifications / training required
Extensive use of IT skills, including excel
- Qualifications / training required
Educated to NVQ3 standard in a relevant subject or able to demonstrate an equivalent level of knowledge and skills plus proven experience and specialist knowledge in field
- Previous or relevant experience necessary
Experience of IG
- Previous or relevant experience necessary
Previous experience in an administrative role
- Previous or relevant experience necessary
Good customer service experience/skills
Desirable
4 listedAdditional qualities the employer would prefer.
- Previous or relevant experience necessary
Knowledge of the DPA 2018
- Previous or relevant experience necessary
Experience using eCaMIS system
- Previous or relevant experience necessary
Experience using the following systems: • CHARTS • JAC • Metavision
- Previous or relevant experience necessary
Previous NHS experience
Job overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for the detailed job description of the role.
Main duties of the job
As a successful candidate, you will be working within the Disclosures Team, providing medical records and information in response to over 5000 subject access requests (SARs) per year. You will work within a small team to ensure the Trust meets its statutory requirements and the deadlines of the Data Protection legislation. You will report to the Senior Information Governance Officer and the Head of Information Governance.
Detailed job description and main responsibilities
The Disclosures Team is a small team based at SGH. They handle the majority of requests for patient information and medical records. The team receives 5000+ requests per year from patients, families, solicitors, police and many others and the team must respond within one calendar month. Initially, you will be responsible for administration duties such as answering the telephone and taking messages, managing the team's email account, assigning new cases to the team, undertaking ID verification, and forwarding the requests to other departments (Legal, Radiology, HEMS, Security) who also need to provide patient records.
You will be taught to download patient information from 15+ clinical systems and to use the Trust's secure portal. Requests which involve police, safeguarding, psychiatry and psychology notes must be handled sensitively, ensuring the 'serious harm test' is not met. You will be taught to redact information from the records as required.
We are looking for someone who can:
+ Work as part of a small team + Organise your workload to meet statutory deadlines and individual/team targets + Adhere to principles of confidentiality and privacy + Work independently using their computer skills to send emails, download/upload information, collate and redact information. + Take initiative to resolve problems as they occur, escalating to senior IG Officer or Head of IG as appropriate.
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Applying for this NHS job
This advert is for Disclosures Team Member with University Hospital Southampton NHS Foundation Trust in Southampton, England. It is listed as a Band 3 Team member role. The advertised salary is £25,760 - £27,476 per annum per annum pro rata. The contract type is Permanent. The application deadline is 30 Sep 2026.
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