Job summary
We are looking for a full time Inquest Access to Records Administrator, based at Basildon Mental Unit, to cover Maternity Leave until 31st October 2026 (in the first instance).
Hours of work will be: 9-5 Monday to Friday.
You will play a key role in supporting the Trust's statutory obligations under the Data Protection Act 2018, UK GDPR, and Access to Health Records Act 1990, by managing and responding to requests for copies of records from HM Coroner's Office .
This role involves coordinating and processing complex requests for personal data, ensuring all disclosures are lawful, accurate, and completed within statutory timeframes. You will work closely with clinical and non-clinical staff, and external agencies, maintaining the highest standards of confidentiality, professionalism, and attention to detail.
Acting as a subject matter resource within the organisation, you will provide specialist advice on data protection legislation, support compliance with relevant policies, and contribute to the continuous improvement of processes and procedures within the Access to Records function.
Main duties of the job
Take ownership of a varied caseload of Subject Access Requests, ensuring all responses are accurate, lawful, and completed within statutory deadlines. Review, prepare and securely release patient records, applying appropriate redaction to protect sensitive and third-party information.
Work collaboratively with clinical teams and departments to gather and validate information, acting as a key point of contact for enquiries and providing clear guidance to staff and external agencies. Provide advice to healthcare professionals on data protection legislation, particularly in relation to record review and disclosure.
Monitor and track requests, identifying risks to deadlines and escalating concerns to prevent breaches. Maintain accurate and auditable records of all requests, decisions and communications using Trust systems, and manage shared inboxes to ensure efficient triage and allocation of work.
Contribute to quality assurance processes, including peer review, and support service improvement through reporting and process development. Support the induction of new staff where required.
Handle sensitive and potentially distressing information with professionalism and discretion, working independently to manage competing priorities and respond to urgent requests.
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.
- We run recognition awards to recognise staff's hard work and dedication.
Benefits
- 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
- Excellent pension of up to14.5% 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
- Flexible working: available from day one for most roles.
- Job share: Applications for job shares are welcomed.
Job description
Job responsibilities
- Take ownership of a varied caseload of Subject Access Requests, ensuring all responses are completed accurately and within statutory deadlines.
- Review, prepare, and securely release patient records, ensuring all disclosures are lawful and compliant with data protection legislation.
- Apply careful judgement when reviewing records, identifying and redacting sensitive or third-party information where required.
- Work collaboratively with clinical teams and departments across the Trust to gather and validate information.
- Act as a key point of contact for enquiries, providing clear, supportive guidance to patients, relatives, staff, and external agencies.
- Provide expert advice to healthcare professionals on their responsibilities under data protection legislation, particularly around record review and redaction.
- Monitor and track requests, proactively identifying risks to deadlines and escalating where necessary to prevent breaches.
- Maintain accurate and auditable records of all requests, decisions, and communications using Trust systems.
- Manage shared inboxes and electronic systems, ensuring requests are triaged and actioned efficiently.
- Contribute to quality assurance processes, including peer reviews, to maintain high standards of accuracy and compliance.
- Produce reports on activity and performance, supporting ongoing service monitoring and improvement.
- Play an active role in developing and improving processes to enhance efficiency and ensure compliance with evolving legislation.
- Support the induction and training of new team members where required.
- Handle sensitive and potentially distressing information with empathy, professionalism, and discretion at all times.
- Work independently, managing your workload effectively while responding to urgent and priority requests as they arise.
Job description
Job responsibilities
- Take ownership of a varied caseload of Subject Access Requests, ensuring all responses are completed accurately and within statutory deadlines.
- Review, prepare, and securely release patient records, ensuring all disclosures are lawful and compliant with data protection legislation.
- Apply careful judgement when reviewing records, identifying and redacting sensitive or third-party information where required.
- Work collaboratively with clinical teams and departments across the Trust to gather and validate information.
- Act as a key point of contact for enquiries, providing clear, supportive guidance to patients, relatives, staff, and external agencies.
- Provide expert advice to healthcare professionals on their responsibilities under data protection legislation, particularly around record review and redaction.
- Monitor and track requests, proactively identifying risks to deadlines and escalating where necessary to prevent breaches.
- Maintain accurate and auditable records of all requests, decisions, and communications using Trust systems.
- Manage shared inboxes and electronic systems, ensuring requests are triaged and actioned efficiently.
- Contribute to quality assurance processes, including peer reviews, to maintain high standards of accuracy and compliance.
- Produce reports on activity and performance, supporting ongoing service monitoring and improvement.
- Play an active role in developing and improving processes to enhance efficiency and ensure compliance with evolving legislation.
- Support the induction and training of new team members where required.
- Handle sensitive and potentially distressing information with empathy, professionalism, and discretion at all times.
- Work independently, managing your workload effectively while responding to urgent and priority requests as they arise.
Person Specification
Qualifications
Desirable
- Qualification or evidence of training in Information Governance, Data Protection or Records Management.
Experience
Essential
- Demonstrable experience of managing or supporting Subject Access Requests, Access to Health Records, or similar records management processes, including retrieval, review and disclosure of information in line with procedures.
- Experience of using electronic patient record systems or similar databases to retrieve, manage and process information.
Desirable
- Previous experience working within an NHS or healthcare environment.
Knowledge
Essential
- Working knowledge of Data Protection Act 2018, UK GDPR, Access to Health Records Act 1990 and Information Governance, including confidentiality and redaction requirements.
Skills
Essential
- Experience of handling sensitive and confidential information with a high degree of accuracy and attention to detail, using electronic systems.
Communication
Essential
- Ability to communicate complex and sensitive information clearly and professionally to a range of stakeholders, including clinical staff and external organisations.
Personal Qualities
Essential
- Ability to work independently, use initiative and exercise sound judgement when managing workload and responding to non-routine queries.
Person Specification
Qualifications
Desirable
- Qualification or evidence of training in Information Governance, Data Protection or Records Management.
Experience
Essential
- Demonstrable experience of managing or supporting Subject Access Requests, Access to Health Records, or similar records management processes, including retrieval, review and disclosure of information in line with procedures.
- Experience of using electronic patient record systems or similar databases to retrieve, manage and process information.
Desirable
- Previous experience working within an NHS or healthcare environment.
Knowledge
Essential
- Working knowledge of Data Protection Act 2018, UK GDPR, Access to Health Records Act 1990 and Information Governance, including confidentiality and redaction requirements.
Skills
Essential
- Experience of handling sensitive and confidential information with a high degree of accuracy and attention to detail, using electronic systems.
Communication
Essential
- Ability to communicate complex and sensitive information clearly and professionally to a range of stakeholders, including clinical staff and external organisations.
Personal Qualities
Essential
- Ability to work independently, use initiative and exercise sound judgement when managing workload and responding to non-routine queries.
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.
Employer details
Employer name
Essex Partnership University NHS Foundation Trust
Address
Basildon Mental Health Unit
Nethermayne
Basildon
SS16 5NL
Employer's website
https://eput.nhs.uk/ (Opens in a new tab)
