# Information Rights Administrator > NHS job listing from Job Clerk for Sheffield Health Partnership University NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/information-rights-administrator/b13479b2-8a9e-412f-ba4c-56d34de82718 - **Markdown:** https://www.jobclerk.com/job/information-rights-administrator/b13479b2-8a9e-412f-ba4c-56d34de82718.md ## Summary - **Status:** Live - **Employer:** Sheffield Health Partnership University NHS Foundation Trust - **Location:** Centre Court - **Workplace type:** hybrid - **Profession:** Administrator - **Grade:** Band 4 - **Salary:** £28,392 - £31,157 per annum/pro-rata where applicable - **Contract type:** Permanent - **Employment type:** Full time, Job share, Flexible working, Home or remote working, 37.5 hours per week (Hybrid working) - **Closing date:** 2026-10-07T22:59:00.000Z - **Posted:** 2026-10-01T13:01:21.552Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/South_Yorkshire/Sheffield/Sheffield_Health_Partnership_University_NHS_Foundation_Trust/Digital/Digital-v8312942 - **Application URL:** https://apps.trac.jobs/job-advert/8312942?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.shsc.nhs.uk ## Job Content ### 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. ## Person Specification ### Knowledge **Essential** - - Understanding of the Data Protection Act 2018, Freedom of Information Act 2000, Common Law Duty of Confidentiality and Access to Health Records Act 1990. - - Ability to multi-task efficiently and effectively. - - Proven effective communication skills both verbally and written with attention to detail. - - Computer literate - general knowledge base and keyboard skills. - - Excellent organisational skills - - Ability to work under pressure to a high standard of output - - Ability to plan and organise own workload with minimum supervision under own initiative and prioritise between competing demands - - Ability to develop good working relationships with a multidisciplinary team - - Excellent analytical skills, interpretation and reviewing skills - - Excellent interpersonal skills and the ability to communicate with a wide range of individuals including staff and service users **Desirable** - - Adaptable to changes required to carry out the role; e.g. Change in legislation/internal procedures (continuous improvement) - - Experience of using Clinical Systems e.g. RiO, SystmOne ### Experience **Essential** - - Team working - - Experience of working with Health Records and knowledge & understanding of current records management guidance - - Experience of working in a customer focussed environment - - Experience of processing/handling sensitive, complex information - - Experience of handling difficult conversations & sensitive information with a wide spectrum of people, i.e, staff & members of the public - - Working within legal timeframes/deadlines **Desirable** - - Experience of using Clinical Systems/EPR - - Experience of working on Information Rights requests ### training and qualifications **Essential** - - Educated to GCSE or equivalent (to include English & Maths) - - Level 3 – NVQ or equivalent relevant experience - - Ability and willingness to undertake additional personal training relevant to role. - - Evidence of continued professional development **Desirable** - - ECDL - - Information Governance Qualification ## Documents - [information rights administrator jd and person specification (pdf, 768.3kb)](https://www.healthjobsuk.com/documents?vdoc=10633603) ## 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.