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Disclosures Team Member

NHS AfC: Band 3

Main area
NHS AfC: Band 3
Full time
Job ref
Southampton General Hospital
£20,330 - £21,777 PA
Salary period
04/07/2022 23:59
Interview date

Job overview

We are looking for a highly motivated and enthusiastic individual with excellent administration skills to join the University Hospital Southampton Disclosures team.

We are responsible for handling and responding to the Subject Access Requests (SAR) received throughout the Trust as required under the Data Protection Act (2018), the Access to Health Records Act (1990) and the Common Law Duty of Confidentiality.
You will have excellent communication and customer services skills, a high level of accuracy and attention to detail, and be able to work well within strict guidelines. You will need good working knowledge of Microsoft Office including an excellent knowledge Excel, and the ability to work under your own initiative to assist the Team/Department in delivering their key objectives.

The team are based off site, with a limited requirement to go to the hospital site

Main duties of the job

The post holder will be processing requests for all personal information received by the Trust and to ensure all requests are responded to within the required legal timescales as defined by the Data Protection Act (DPA) 2018, The Access to Health Records Act 1990 and The Common Law Duty of Confidentiality.

The post holder will be responsible for logging the requests received. To check that the relevant criteria has been met, confirming that the requester is entitled to receive the information they have requested, that they hold the relevant documentation (i.e., ID / consent). To download / obtain  and print the information that the Trust holds in order to comply with the individual's request. To provide / send the requested information in a secure manner in line with DPA legislation.

The post holder will be responsible for working to the Trust's current policies and procedures as well as identifying ways to improve current practice and implement new processes, to improve the efficiency and reduce the cost of processing personal requests for information.

Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.


Working for our organisation

What we can offer you

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care. 

All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities

Your Responsibilities

What you’ll do

On a usual day in the Disclosures Team you will be allocated a case, it will then be your responsibility to check IDs, and the legal entitlement to the records, particularly important with a request for deceased records. You would then access the many hospital systems looking for the records that they have requested. This could be something specific, or it could be absolutely everything. You would then contact the patient’s consultants requesting permission to release the records, as well as any other teams, safeguarding etc., that are involved. It is then your responsibility to print all of the required records and manually check every record for assurance that the file is for the correct patient, and to redact any third-party information that should not be disclosed. Once this has been done, it is then time to package the records up securely and post them to the requestor.

Completing Subject Access Requests is a legal responsibility for the Trust and must be completed within 30 days of receipt. Unfortunately, this is sometimes difficult to achieve and so you may be required to explain this delay to members of the public and solicitors etc.

What we’re looking for

We are looking for a hard working and self-motivated person to join our small close-nit team.

You will need to be polite and professional both on the phone and in emails / letters.

You will need to be able to navigate around a number of different, often complicated, IT processes.

You will need to work with discretion and confidentially.

You must be respectful to the patients we are working with and for, and be particularly mindful that we often have to speak to families of deceased patients.

To fit in with the team, you must really care about the service that you will be providing and the importance of this work to the patients and their families.

Additional information

Should you have any queries, please use the contact details below to get in touch.

Person specification

Qualifications / training required

Essential criteria
  • GCSE (or equivalent) in Maths and English, or equivalent experience
  • Extensive use of IT skills, including excel

Previous or relevant experience necessary

Essential criteria
  • Extensive experience of IG
  • Previous experience in an administrative role
  • Good customer service experience/skills
Desirable criteria
  • Knowledge of the DPA 2018
  • Experience using eCaMIS system
  • Experience using the following systems: CHARTS, JAC, Metavision
  • Previous NHS experience

Aptitudes and skills required

Essential criteria
  • Attention to detail
  • Ability to work to deadlines and meet targets
  • Ability to understand and follow written procedural guidelines
Desirable criteria
  • Able to exercise initiative to resolve problems when appropriate

Values and behaviours

Essential criteria
  • Patients First
  • Always Improving
  • Working Together
  • Able to understand and maintain confidentiality
  • Ability to work effectively as part of a team
  • Able to work under pressure of daily deadlines

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDisability confident employerCare quality commission - Good

Documents to download

Apply online now

Further details / informal visits contact

Marie Draper
Job title
Disclosures Team Manager
Email address
Telephone number

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