Subject Access Clerical Officer

Job overview

We are looking to recruit a highly organised and detail-focused Subject Access Clerical Officer to join our busy Subject Access Team. This role is fixed term commencing on appointment and ending on 31st March 2027. This is a key role, supporting the timely and compliant processing of requests for access to medical records, in line with relevant legislation and organisational policies.

You will be responsible for ensuring that all requests are managed efficiently and accurately, while maintaining the highest standards of confidentiality. The role involves working closely with patients, external agencies, and healthcare professionals to facilitate the safe and appropriate release of information.

The successful candidate will:

• Have strong organisational and administrative skills with the ability to manage competing priorities
• Demonstrate excellent written and verbal communication skills
• Be able to work accurately under pressure and meet strict deadlines
• Have a high level of attention to detail and commitment to confidentiality
• Ideally have experience handling sensitive information, preferably within a healthcare setting
• Have a basic understanding of data protection principles (GDPR awareness desirable)
• Be a proactive team player, with the ability to work independently when required

This is an excellent opportunity to contribute to an essential service that supports patient rights and organisational compliance.

Main duties of the job

• Provide comprehensive administrative support to the Subject Access Team
• Manage and respond to telephone and email enquiries from both internal and external stakeholders regarding access to medical information
• Liaise confidently with a wide range of stakeholders, including healthcare professionals, patients, relatives, police, local authorities, solicitors, and other NHS organisations
• Support the end-to-end processing of Subject Access Requests (SARs), ensuring compliance with statutory timescales and legal requirements
• Maintain a working knowledge of GDPR and the Access to Health Records Act 1990, ensuring all information is handled securely and lawfully
• Retrieve medical records and diagnostic information (e.g. X-rays) to support information requests
• Undertake accurate data entry and maintain up-to-date records on Trust systems
• Prepare and issue correspondence, including formal responses via telephone, email, and post
• Carry out scanning, photocopying, and extraction of electronic records to support SAR processing
• Assist in the quality review of completed requests prior to release, ensuring legal compliance and accuracy
• Undertake daily postal duties, including collection, sorting, and preparation of outgoing mail
• Contribute to the Trust’s digital transformation and continuous improvement initiatives
• Provide support and guidance to new or less experienced colleagues when required
• Undertake any other duties appropriate to the role, in line with the needs of the service

Detailed job description and main responsibilities

Provide administrative support to the Subject Access Team, handling telephone and email enquiries from patients, staff, and external organisations regarding access to medical information. Liaise with a wide range of stakeholders including healthcare professionals, relatives, police, local authorities, and solicitors.

Support the receipt, verification, and processing of Subject Access Requests (SARs), ensuring information is handled securely and in line with GDPR and the Access to Health Records Act 1990. Retrieve medical records and diagnostic information (e.g. X-rays) and carry out accurate data entry on Trust systems.

Prepare and send correspondence, including letters and responses to enquiries. Undertake scanning, photocopying, and extraction of electronic records to support requests. Assist in checking responses prior to release to ensure accuracy and compliance.

Carry out daily postal duties, including collecting, sorting, and preparing outgoing mail. Organise and prioritise workload to meet deadlines, including urgent requests.

Work as part of a team while maintaining confidentiality at all times, supporting colleagues and contributing to service improvements and digital working.