Job summary
This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women's Hospital or, The Walton Centre.
Are you looking for a new challenge? Are you interested in a career within the NHS?
An exciting opportunity has arisen to work in the Corporate Information Compliance team within the Chair & Chief Executives department here at Liverpool University Hospitals.
We are delighted to be advertising an opportunity for an Access to Information Clerk.
This is an exciting opportunity to join Liverpool University Hospitals NHS Foundation Trust and learn the skills and knowledge to grow in an NHS administration career.
The position is an opportunity to build upon existing skills and learn new skills within and administrative environment.
The post holder will be required to fulfil all responsibilities necessary to provide high quality customer service and administrative support ensuring that standards are maintained in line with the Trust's policies and procedures.
Main duties of the job
Key / Principle Duties of the Role:
To process Subject Access Requests (SAR) in line with established processes and procedures which ensure compliance with current legislation and UK- GDPR.
To retrieve, collate and review patient information from both electronic and paper records.
To receive and process complex and routine SAR requests from a variety of sources including the general public, solicitors, police, local authorities, MPs, other NHS organisations.
To provide a responsive and customer focussed service.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit theircareers page.
Job description
Job responsibilities
Communicate with internal and external colleagues ie Medical staff, in a professionalmanner, using tact and diplomacy when dealing with anxious, bereaved or upset relatives.
Communication methods include, telephone, letter, email and face to face.
Liaise with medical staff where necessary in order to gain their professional opinion as to whether disclosure is likely to have a detrimental impact on the requestor.
Emotional effort may be required when exposed to records which may contain distressing information.
Maintain attention to detail when preparing information for release, including redacting or summarising information in accordance with departmental processes.
This may include prolonged and high level of concentration when summarising the information for disclosure.
Using judgement and knowledge, including analysing basic Legal and medical terminology, to ensure that any information is redacted as necessary prior to disclosure in accordance with current legislation, including any third-party information documented in the records where it is not possible to obtain consent from the third party.
The post holder may use their own initiative when dealing with urgent request ie, from the police when consent has not been obtained, seeking advice or escalating when required.
Summarising information (Quality Assurance process) in accordance with departmental processes.
Using departmental protocols and Standard Operating Procedures (SOP), collate SAR requests as directed by your Team Leader, disclosing information in line with current legislation.
Utilising all the Trusts patient administration systems, retrieve and collate SAR requests. For systems not available to SARs, communicate with those services to provide the information.
Such services include radiology, GUM, dental and medical photography.
Ensure the correct proof of identity and or authorisation is received depending on therequest, in relation to UK-GDPR and the Access to Health Records Act 1990
Provide SAR completed requests in line with the requested format such as verbally, via paper or electronically. Ensure all electronic formats are password protected.
Plan and organise your workload, using your knowledge of the role to meet the expected targets and outcomes, i.e., dealing with court orders as a priority.
Escalate any delays or issues in completing SAR requests directly to your supervisor.
Utilising the SARs database, ensure records are up to date.
Ensure retrieval of information does not compromise data security.
Provide routine advice and guidance to internal and external requestors including patients and relatives on SAR processes and procedures in order to meet expectations.
Communicating with the requestor to ensure expectation are met.
Ensure compliance with all protocols relating to SAR processes.
Ensure safe and economical use of equipment and resources. Monitor stationary levels, advising the Team Leader when stock levels are low.
Demonstrate and explain processes and procedures to new starters within the SAR team.
Escalate concerns, issues and complaints which are outside of your scope of work to your Team Leader.
Work as part of a team to ensure that an efficient and quality service is provided at all times.
Be flexible to meet the requirements of the service.
Maintain up to date knowledge of UK-GDPR in relation to subject access.
Ensure confidentiality and privacy is maintained at all times
Job description
Job responsibilities
Communicate with internal and external colleagues ie Medical staff, in a professionalmanner, using tact and diplomacy when dealing with anxious, bereaved or upset relatives.
Communication methods include, telephone, letter, email and face to face.
Liaise with medical staff where necessary in order to gain their professional opinion as to whether disclosure is likely to have a detrimental impact on the requestor.
Emotional effort may be required when exposed to records which may contain distressing information.
Maintain attention to detail when preparing information for release, including redacting or summarising information in accordance with departmental processes.
This may include prolonged and high level of concentration when summarising the information for disclosure.
Using judgement and knowledge, including analysing basic Legal and medical terminology, to ensure that any information is redacted as necessary prior to disclosure in accordance with current legislation, including any third-party information documented in the records where it is not possible to obtain consent from the third party.
The post holder may use their own initiative when dealing with urgent request ie, from the police when consent has not been obtained, seeking advice or escalating when required.
Summarising information (Quality Assurance process) in accordance with departmental processes.
Using departmental protocols and Standard Operating Procedures (SOP), collate SAR requests as directed by your Team Leader, disclosing information in line with current legislation.
Utilising all the Trusts patient administration systems, retrieve and collate SAR requests. For systems not available to SARs, communicate with those services to provide the information.
Such services include radiology, GUM, dental and medical photography.
Ensure the correct proof of identity and or authorisation is received depending on therequest, in relation to UK-GDPR and the Access to Health Records Act 1990
Provide SAR completed requests in line with the requested format such as verbally, via paper or electronically. Ensure all electronic formats are password protected.
Plan and organise your workload, using your knowledge of the role to meet the expected targets and outcomes, i.e., dealing with court orders as a priority.
Escalate any delays or issues in completing SAR requests directly to your supervisor.
Utilising the SARs database, ensure records are up to date.
Ensure retrieval of information does not compromise data security.
Provide routine advice and guidance to internal and external requestors including patients and relatives on SAR processes and procedures in order to meet expectations.
Communicating with the requestor to ensure expectation are met.
Ensure compliance with all protocols relating to SAR processes.
Ensure safe and economical use of equipment and resources. Monitor stationary levels, advising the Team Leader when stock levels are low.
Demonstrate and explain processes and procedures to new starters within the SAR team.
Escalate concerns, issues and complaints which are outside of your scope of work to your Team Leader.
Work as part of a team to ensure that an efficient and quality service is provided at all times.
Be flexible to meet the requirements of the service.
Maintain up to date knowledge of UK-GDPR in relation to subject access.
Ensure confidentiality and privacy is maintained at all times
Person Specification
Qualifications
Essential
- Current employee of LAASP organisation
- Educated to GCSE standard (level 2) with 4 GCSE's at level A-C or equivalent experience in an administrative field.
- ECDL, or equivalent of experience of working with IT
Experience
Essential
- Demonstrable experience of dealing with the public and external organisations
- Demonstrable experience of working to deadlines and targets
- Experience of working within a team and supporting colleagues
Desirable
- Experience of retrieving information
- Experience of working in an NHS environment
Knowledge
Essential
- Knowledge of requirements of confidentiality
Desirable
- Knowledge of the GDPR regulations
- Knowledge of PAS and Hospital systems
Skills
Essential
- Ability to use own initiative regarding standard operating procedures with support from immediate supervisor
- Accurate keyboard skills
- Ability to work with a range of professionals
- Ability to display attention to details
- Excellent verbal and written communication manner
- Excellent customer service skills and presents a professional image
Person Specification
Qualifications
Essential
- Current employee of LAASP organisation
- Educated to GCSE standard (level 2) with 4 GCSE's at level A-C or equivalent experience in an administrative field.
- ECDL, or equivalent of experience of working with IT
Experience
Essential
- Demonstrable experience of dealing with the public and external organisations
- Demonstrable experience of working to deadlines and targets
- Experience of working within a team and supporting colleagues
Desirable
- Experience of retrieving information
- Experience of working in an NHS environment
Knowledge
Essential
- Knowledge of requirements of confidentiality
Desirable
- Knowledge of the GDPR regulations
- Knowledge of PAS and Hospital systems
Skills
Essential
- Ability to use own initiative regarding standard operating procedures with support from immediate supervisor
- Accurate keyboard skills
- Ability to work with a range of professionals
- Ability to display attention to details
- Excellent verbal and written communication manner
- Excellent customer service skills and presents a professional image
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.
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).
Additional information
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.
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
Liverpool University Hospitals NHS Foundation Trust
Address
Liverpool University Hospitals NHS Foundation Trust - Aintree Hospital Site
Aintree House, Longmoor Lane
Liverpool
L9 7AL
Employer's website
https://www.liverpoolft.nhs.uk/ (Opens in a new tab)
