Information Rights Administrator

Job overview

An exciting opportunity has arisen for four Information Rights Administrators to join the Information Governance Team within the Digital Directorate.

This role is critical in ensuring the Trust meets its legal obligations in relation to Data Protection, Freedom of Information, and Access to Records legislation.

You will be responsible for processing a wide range of information rights requests, ensuring they are handled efficiently, lawfully, and within statutory deadlines.

This is an excellent opportunity for someone with strong organisational skills, attention to detail, and an interest in Information Governance to develop their career within the NHS.

This role requires:

• - an individual who can multitask and provides an efficient service under pressure - skills to deal with complex, upsetting and sensitive information recorded in service user records, often dealing with bereaved relatives. There is a need to be particularly cautious managing sensitive information around serious crime when liaising with the police.

Main duties of the job

The post holder will:

• Process and respond to information rights requests (e.g. SARs, FOI requests) in line with legislation and Trust procedures
• Log, track, and monitor requests to ensure compliance with statutory timescales
• Retrieve records from clinical and corporate systems and prepare them for disclosure
• Review and redact sensitive and third-party information appropriately
• Liaise with clinicians, staff, and external organisations including police, courts, and other NHS bodies
• Provide a professional and empathetic first point of contact for enquiries
• Maintain accurate case records and audit trails
• Escalate complex or high-risk cases where necessary
• Support compliance with the Data Security and Protection Toolkit (DSPT)
• Contribute to continuous service improvement and team working

Detailed job description and main responsibilities

Principal duties

The post holder will be responsible for working within a team to process and respond to requests as required under the Data Protection Act (DPA) 2018, the Access to Health Records Act 1990 and the Freedom of Information Act 2000.

Responsible for monitoring the Access to Records mailbox to ensure all requests are responded to within the required legal timescales.

Responsible for logging, coordinating and monitoring Information Rights requests received both electronically and via post. To check that the relevant criteria has been met, e.g. confirming that the requester is entitled to receive the information they have requested and that they hold the relevant documentation.

Provide first line support and point of contact for enquiries, handling incoming/ outgoing communications/ sensitive data/ issues from Senior Managers, staff and other organisations with empathy and in a confidential manner

Required to keep up to date and comprehensive progress notes on the case management system, providing an accurate audit trail of all actions undertaken throughout the lifecycle of each request.

Responsible for own caseload working flexibly ensuring all requests are responded to within locally defined KPI’s and the required legal timescales.

Be proficient when responding to both internal/external enquiries received, guiding the requester through the relevant process/procedure.

Responsible for checking a range of Trust clinical and corporate systems to confirm that the information is held on an individual held by the Trust.

Responsible for downloading medical records as appropriate and then creating a shareable electronic file (in readiness for transferring via the secure file transfer system) or preparing paper copies as requested.

Responsible for adhering to the Trust’s and Department’s procedures, on handling requests at all times.

Identify complex matters that will need the involvement of the Information Rights Team Leader and/or IG Manager or DPO and to then follow their guidance received.

Escalate requests where necessary to the Information Rights Team Leader and monitor and provide regular progress updates. This includes information requests which are likely to breach the statutory timescale, to provide relevant information to as to the cause and to consider solutions.

To resolve any queries relating to the information being requested; responding to initial concerns raised.

Responsible for collating and checking all information that will be sent out of the Department in response to the request received, that it does not include third party information, ensuring it is redacted and applying any exemptions. This includes ensuring a serious harm test has been completed by an appropriate health professional and redactions applied.

Undertake a variety of analytical and administrative work relating to the wider Information Rights portfolio. In addition, they will be required to undertake some administrative tasks; co-ordinating meetings and maintaining up to date document repositories for the Team.

To foster good working relationships with colleagues and where necessary arrange meetings with Clinicians or Trust FOI Leads.

To participate in department development and continuous improvement ethos and participate in departmental meetings.

To work on tasks that support the trust to achieve Data and Security Toolkit (DSPT) compliance.

Any other duties and tasks as may be required, appropriate to the level of the post

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.