Subject Access Records Co-Ordinator

Job summary

To support the delivery of the Trust's obligations under the Data Protection Act 2018, Access to Records Act 1990 and UK GDPR by managing and responding to Subject Access Requests (SARs). The post holder will ensure requests for personal data are handled within statutory timeframes, that disclosures are lawful, and that third-party confidentiality is protected.

The role involves close liaison with clinical and non-clinical staff, patients, and external agencies, ensuring high standards of accuracy, confidentiality, and professionalism.

The post holder will be responsible for organising responses to all allocated Subject Access Requests received by the Trust, preparing and checking the release of medical records and any other documentation that may be required.

Receive and process highly complex requests for Access to Health Records from patients, staff, and external representatives in line with statutory requirements, ensuring this information is dealt with in an efficient and timely manner within the legal timescales and ensuring confidentiality is maintained at all times.

Responsible for the interpretation of all requests received, including court orders, to ensure that the Trust only release the records requested.

Main duties of the job

Receive and process highly complex requests for Access to Health Records from patients, staff, and external representatives in line with statutory requirements, ensuring this information is dealt with in an efficient and timely manner within the legal timescales and ensuring confidentiality is maintained at all times.

To be responsible for managing the timescales for subject access requests, ensuring they are completed within the allocated time and avoid breaches.Maintain the departmental e-mail account to ensure that all requests received electronically are allocated/actioned accordingly, having a full understanding of the requirements of the request.

Maintaining the Portal, uploading documents and updating information when requested.

Review and redact records appropriately to protect third-party and sensitive information.

About us

Valuing you. Recognising your dedication. At EPUT, we look after you.

• Receive supervision and support to help you fulfil your potential.
• Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
• If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.

Benefits

• 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
• Excellent pension of up to 14.5% of your pensionable pay.
• Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
• £8K relocation package if you move to Essex to join us
• Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

• Job share: Applications for job shares are welcomed.

Job responsibilities

The role involves close liaison with clinical and non-clinical staff, patients, and external agencies, ensuring high standards of accuracy, confidentiality, and professionalism.

Using excellent communication skills, the postholder will act as the source of specialist knowledge on the requirements under current legislation, providing support and, complex advice to managers within the organisation, and also to patients and/or relatives, ensuring the Trust fully complies with relevant policies and legislation when releasing records.

Maintaining the Portal, uploading documents and updating information when requested.

Review and redact records appropriately to protect third-party and sensitive information.

Person specification

Education/Qualifications

Essential

• oIT Skills
• oGood written and spoken English

Desirable

• oQualification in Information Governance, Data Protection, Records Management, or related field.

Knowledge

Essential

• oExperience working with confidential or sensitive records in an administrative or governance role
• oAbility to work under pressure and to deadlines using a methodical, organised approach to work