Job summary
We have a new vacancy available to work in Information Governance as an 'Access to Information Administrator' who will support the delivery of Information Access requests received by the Health Board in accordance with Data Protection and Access to Health Records legislation.
The role requires regular communication with a wide range of stakeholders, including patients, relatives, solicitors, healthcare professionals, local authorities, and the police. Communication must be professional, empathetic, confidential, and tailored to the recipient's level of understanding. The post holder must ensure timely liaison with clinicians and staff to support appropriate review and redaction of information prior to disclosure.
Main duties of the job
You will be responsible for managing a high-volume workload, prioritising tasks effectively, meeting strict statutory deadlines, and maintaining a high standard of customer service. This role also involves working independently within relevant legislation, guidance, and organisational policies, seeking senior advice when required.
Key duties include accurately processing access to records requests, ensuring records are correctly identified, checked, scanned, and disclosed in line with subject access and confidentiality requirements. This requires strong analytical and judgement skills to verify patient identity and ensure only relevant and correct information is released, thereby minimising the risk of data breaches and regulatory penalties.
In addition, you will be responsible for the safe and effective use of departmental resources, including reporting equipment issues, maintaining stock security, and identifying supply requirements to management.
About us
Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.
We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.
We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.
Our services are provided in:
- Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
- Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
- Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
- 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 99 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
- Numerous mental health and learning disabilities services
Job description
Job responsibilities
Please refer to the Access to Information Administrator Job Description and Person Specification for further details.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 14/04/2026.
Job description
Job responsibilities
Please refer to the Access to Information Administrator Job Description and Person Specification for further details.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 14/04/2026.
Person Specification
Qualifications & Knowledge
Essential
- Educated to GCSE level or equivalent, including English at Grade C or above.
- NVQ Level 3 qualification or equivalent.
- Knowledge of Information Governance requirements, Caldicott Principles, Data Protection & Access to Health Records Legislation.
- Knowledge & understanding of information security and importance of confidentiality
- Good IT Skills required
Desirable
- Attainment of the Act Now or equivalent foundation certificate in information governance plus demonstrable experience working within a subject access role Previous experience of handling Subject Access Requests.
Experience
Essential
- Experience in the use of Microsoft Office packages such as Word, Outlook, Excel and Teams in a working environment
Desirable
- Previous experience of working within an NHS environment or department
- Experience of dealing with sensitive information
- Knowledge and experience of the NHS patient information systems e.g. WPAS, WCP, WNCR, WDS, CYPRIS
Other
Essential
- Willingness to travel across Health Board locations in timely manner.
- Flexible approach to the needs of the service.
Desirable
Person Specification
Qualifications & Knowledge
Essential
- Educated to GCSE level or equivalent, including English at Grade C or above.
- NVQ Level 3 qualification or equivalent.
- Knowledge of Information Governance requirements, Caldicott Principles, Data Protection & Access to Health Records Legislation.
- Knowledge & understanding of information security and importance of confidentiality
- Good IT Skills required
Desirable
- Attainment of the Act Now or equivalent foundation certificate in information governance plus demonstrable experience working within a subject access role Previous experience of handling Subject Access Requests.
Experience
Essential
- Experience in the use of Microsoft Office packages such as Word, Outlook, Excel and Teams in a working environment
Desirable
- Previous experience of working within an NHS environment or department
- Experience of dealing with sensitive information
- Knowledge and experience of the NHS patient information systems e.g. WPAS, WCP, WNCR, WDS, CYPRIS
Other
Essential
- Willingness to travel across Health Board locations in timely manner.
- Flexible approach to the needs of the service.
Desirable
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).
