Access to Records Coordinator
Job Description
Job summary
The role advertised is a part-time (18.75hrs) Access to Records Coordinator (band 4) role working in the IG Team at Brighton General Hospital along another Access to Records Coordinator.
Main duties of the job
The post-holder will co-ordinate and manage Access to Health Records requests maintaining confidentiality at all times, maintain a database of requests and ensure the Trust meets its required response times.
These subject access requests (SARs), and other requests for personal information, must be managed in a strict process to ensure the Trust meets its legal obligations under the UK General Data Protection Regulation, Data Protection Act and the common law duty of confidentiality. The Trust received over 1800 requests in 2023/24.
The role also includes other administrative tasks to support the IG function within the Trust, such as managing multiple mailboxes, providing basic IG advice and guidance to queries and providing training.
About us
The IG Team strive to support staff across the organisation with all areas of IG and data protection, to ensure the Trust processes personal dataappropriately and securely and ensure patients right of access is correctly upheld.
Job responsibilities
Co-ordinate requests for information under the Access to Health Records procedure ensuring statutory obligations and Trust policies are met.
Provide general administrative functions and support to the Information Governance team.
Use of initiative and judgement as to which information it is appropriate to impart to others, either internally or from external organisations.
Carry out word processing as required in a professional format including preparation of reports, minutes, presentations and drafting response as and when required.
Implement administrative procedures and take initiative to propose changes to working practices to effect improvement.
Responsible for compiling and circulating agendas and papers, taking minutes and transcription of minutes for meetings as required within agreed timescales and Trust protocols.
Planning and organisation of own time, making decisions on prioritisation of workload.
Maintain an efficient filing system, archiving and disposing as appropriate to Trust policy and maintaining an up-to-date contacts list/address book.
Assist patients and public in a sensitive and caring manner during incidental contacts.
Person Specification
Qualifications
Essential
- HNC, NVQ in Business Administration or other high-level administrative/secretarial qualification or equivalent experience
Desirable
- European Computer Driving Licence (ECDL) or MS Office qualification
Experience
Essential
- Dealing with highly sensitive or contentious information
- Managing information databases
- Ability to work on own initiative, cope with pressure, meeting tight deadlines and the ability to prioritise
- Ability to analyse and make judgements / assessments on a range of situations where there is more than one solution
- Excellent written and verbal skills and the ability to communicate at all levels, both internally and externally
Desirable
- Experience in a senior administrative role
- Understanding of the current issues in relation to governance within the NHS
- Providing administrative support within the field of governance
- Working in the health sector and/or a large, complex organisation
- Understanding of Access to Health Records requests and Data Protection legislation
Skill
Essential
- High degree of computer literacy and experience of using Word, Excel, Outlook and PowerPoint
- Ability to work autonomously within defined procedures, seeking guidance from line manager as required - work is managed rather than supervised
- Planning and co-ordinating multiple and complex activities for self and others
- Adaptable and flexible attitude to work
- Ability to train others in own discipline including written and verbal guidance
Desirable
- Report writing, minute writing skills and letter writing skills in an effective, concise manner
other
Essential
- An understanding of the principles of equal opportunities in relation to staff and patients
Desirable
- Ability to travel independently to other locations
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Sussex Community NHS Foundation Trust
Address
Brighton General Hospital
Brighton
BN2 3EW
Employer's website
https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)
