Medico-Legal Officer

Job overview

We’re excited to offer this opportunity within our Admin & Clerical workforce.

As part of our new Transfer Window process, we’re making it easier for colleagues to move into roles where their skills are needed most. This approach helps us fill vacancies quickly and supports career development across the Trust.

Eligibility

Only UHD colleagues who hold a substantive contract (permanent or fixed-term) and whose current role is within the Admin & Clerical staff group are eligible to express interest in the Transfer Window and be considered for this role.

How to apply: Please do not apply via Trac. Instead, complete the Expression of Interest (EOI) form using this link - Transfer Window Form – Fill in form. The form includes a short skills assessment to help us match your experience to the role.

Main duties of the job

As a Medico‑Legal Officer, you will be part of a centralised team responsible for managing Subject Access Requests and supporting the lawful disclosure of records to patients, solicitors, police, and other authorised bodies. You will help ensure the Trust meets its statutory obligations under the UK GDPR, Data Protection Act 2018, and Access to Health Records Act 1990.

This is a varied and rewarding administrative role where accuracy, empathy and professionalism are essential.

Detailed job description and main responsibilities

• Processing and coordinating Subject Access Requests, ensuring timely and compliant disclosure of medical records.
• Communicating directly with patients, relatives, solicitors, GPs, police, safeguarding teams, and internal colleagues.
• Using various IT systems to locate physical and scanned records and flag issues such as missing or mis‑scanned documents.
• Managing incoming emails and mail, routine correspondence, and escalating complex cases where required.
• Maintaining accurate logs, databases and tracking information to ensure high‑quality data management.
• Providing non‑clinical advice sensitively, including when patients or relatives may be distressed.
• Preparing documentation such as insurance forms, DWP forms and pension service paperwork.
• Upholding strict confidentiality, data protection standards, and departmental procedures.

We’re looking for someone who:

• Is highly organised, with excellent attention to detail and strong administrative skills.
• Communicates clearly and professionally with a wide range of people.
• Can prioritise work effectively and use their own initiative within set boundaries.
• Remains calm, empathetic and respectful when dealing with sensitive or emotional situations.
• Has excellent IT skills and is confident learning new systems (training provided).
• Understands or is keen to learn about data protection, confidentiality and medical records processes.