Subject Access Clerical Officer

Job overview

We are seeking a highly organised and detail-oriented Subject Access Clerical Officer to join our busy Subject Access Team. This role is essential in ensuring that requests for access to medical records are handled efficiently, accurately, and in full compliance with relevant legislation.

You will play a vital role in supporting patients, external agencies, and healthcare professionals by facilitating the safe and timely release of information.

We are looking for someone who:

• Has excellent organisational and administrative skills
• Possesses strong communication skills, both written and verbal
• Can work accurately under pressure and meet deadlines
• Demonstrates attention to detail and a high level of confidentiality
• Has experience working with sensitive information (ideally within a healthcare setting)
• Has basic knowledge of data protection principles (GDPR awareness desirable)
• Is a team player who can also work independently

Main duties of the job

• Provide administrative support to the Subject Access team
• Handle telephone and email enquiries from internal and external contacts regarding access to medical information
• Liaise with a wide range of stakeholders including healthcare staff, patients, relatives, police, local authorities, solicitors, and other NHS organisations
• Support the verification and processing of Subject Access Requests (SARs), ensuring compliance with statutory requirements
• Maintain a basic understanding of GDPR and the Access to Health Records Act 1990, ensuring safe and lawful handling of information requests
• Retrieve medical records and diagnostic images (e.g. X-rays) in support of access requests
• Undertake accurate data entry on Trust systems and maintain up-to-date records
• Prepare and send correspondence, including letters and responses to enquiries via telephone, email, or post
• Carry out photocopying, scanning, and extraction of digital records to support SAR applications
• Assist in reviewing completed requests prior to release to ensure legal and quality standards are met
• Perform daily postal duties including collection, sorting, and preparation of outgoing mail
• Contribute to the Trust’s ongoing digital transformation initiatives
• Support and guide new or less experienced colleagues where required
• Undertake any other duties appropriate to the role within the Subject Access team

Detailed job description and main responsibilities

To support  Telephone and email liaison with internal and external contacts to the department who are making enquiries, regarding obtaining medical information;  Liaising with all grades of staff internally and externally, other hospitals, patient’s/relatives, police, local authority and solicitors;  Have a basic understanding of the GDPR (General Data Protection Regulation) and Access to Health Records Act 1990 in terms of the safe of legal handing of access to records requests;  To have sound knowledge of Trust’s Medical Records Department and retrieve medical records and x-rays for access;  Support the verification and processing of requests received and responding back to public enquiries via telephone, email or post;  Undertake data entry of information onto relevant Trust databases and compiling and sending out of letters;  To undertake accurate photocopying/scanning and/or extraction of computerised records where appropriate to support SAR applications;  Supporting the retrieval of medical records for requests; Support the review of the requests prior to sending to the requestor to ensure they meet statutory standards;  To carry out postal duties by collecting, sorting and distributing mail on a daily basis to prepare the outgoing post;  To support the department and Trusts digital transformation;  Support colleagues wherever necessary in demonstrating own activities to new or less experienced employees;  Any other duties in the Subject Access team as required. KEY SKILLS To have good organisational, and interpersonal skills, to be able to communicate verbally and in writing, numeracy and literacy. To have an eye for detail and to maintain a high level of accuracy, have good telephone skills, be able to work under pressure and to be able to prioritise workload and meet tight deadlines. To have good computer skills in terms of word processing, emails, system use and scanning/photocopying. Communication & Relationship Skills The postholder is expected to converse with patients, solicitors, and a wide range of disciplines of staff providing and/or receiving information concerning records and/or information. The postholder will be expected to demonstrate detailed knowledge and understanding of the Trust’s policies and application of these policies in all dealings with patients, visitors, enquirers, and Trust personnel. The postholder will be expected to signpost to relevant departments/ switchboard should the query be directed toAnalytical & Judgement Skills The postholder is expected to review available source of information and establish if this information will satisfy Subject Access Requests & to also aid with locating notes booked into the Trust. Such research will include interrogation of the Trust’s computer systems, however where information is unavailable, out of date or conflicts with available information, the postholder is expected to re-assess and exercise judgement as to alternative sources of information or verification that could be researched. The post holder will be expected to review responses prior to them being sent to applicants to ensure that there is no erroneous information included, such as that related to a third party. Planning & Organisational Tasks The postholder is required to organise planned daily workload in order of priority and re-organise planned activities in light of unplanned events, e.g. upon receipt of urgent requests for copies of records e.g., police requests, court order, litigation. The postholder is expected to understand the impact of re-adjusting planned daily tasks upon service standards and also exercise own judgement when planning and prioritising multiple tasks. The postholder is expected to refer to line manager where there is a risk of deadlines not being achieved. Patient / Client Tasks The postholder is required to receive and provide clinical information directly to patients and clients in accordance with the GDPR and Trust policies. Legal Services incorrectly.