Bank Subject Access Request Administrator

Bank Subject Access Request Administrator

The closing date is 14 July 2026

Gloucestershire Hospitals NHS Foundation Trust is looking for reliable and organised bank staff to support our Subject Access Request service within Digital, Technology & Insights (DTI). This is an excellent opportunity to gain experience in a busy NHS information governance environment, helping ensure requests for access to health records are handled efficiently, confidentially and within statutory timescales.

Job responsibilities Processing access to health records applications

1. Responsible within a team for coordinating and ensuring that all SARs are dealt with in an efficient and timely manner within the statutory timescales.
2. Creation, use and maintenance of databases/spreadsheets for logging of all SARs, ensuring accurate recording and clear and accessible audit trail of receipt and process of requests.
3. Responsible for processing all associated documentation regarding appropriateness of requests, authority to request, obtaining medical agreement to disclose, identification check of the requestor, and that these processes are consistent, transparent and compliant.
4. Responsible for checking requested information for content, accuracy, information of a sensitive nature, third party information, and that misfiled records are retrieved and replaced in correct records.
5. Ensure that processes are in place to retrieve records, make copies and disclose to requestor.
6. Where requests for deceased records do not meet legal criteria for disclosure, seek assistance of PALS team to assist the requestor.
7. Authorise release of records where appropriate, and where appropriate seek approval from line manager.
8. Ensure disclosure is made by protected electronic file transfer, secure post or other agreed method.
9. Ensure correct storage, retention and disposal of all paperwork in accordance with the Data Protection Act 2018 and Trust policies.
10. Liaise with and meet requestors where they prefer to inspect records rather than obtain copies.
11. Liaise with the legal team where requests are received as part of a clinical negligence claim.
12. Responsible for producing figures and reports at request of the Head of Legal Services, for compliance purposes.
13. Ensure all telephone enquiries are dealt with in an efficient and confidential manner.
14. Ensure all paper records are processed and tracked in accordance with Trust policies.
15. Keep up to date with developments and service changes in relation to health records management, data protection requirements and other relevant law relating to disclosure.
16. Actively promote best practice within the service, and report any concerns to line manager.
17. Contribute to and support service planning and developments under the direction of the line manager.

General administrative duties

• Assist with the maintenance of office equipment.
• Assist with ordering of stationery supplies.
• Assist with support of any junior colleagues, Bank and volunteer staff.
• Assist with any other administrative duties to ensure the smooth running of the department.

Person Specification Knowledge

• Organisational skills and the ability to prioritise own work.
• Excellent verbal and written communication skills.
• Working knowledge of Microsoft Office programmes including Outlook and Excel (basic).
• Knowledge of other hospital systems desirable including TrakCare.

Experience

• Demonstrable experience of working in an administrative role.
• Experience of working in a health care environment is desirable.

Personal attributes

• Ability to work as part of a team and on own initiative to set timescales.
• Focused on the need to provide timely responses to meet statutory deadlines and to take appropriate actions to foresee and mitigate delay.

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.

£25,760 to £27,476 a year (pa, pro rata if part-time)

Contract: Bank

Reference number: 318-26-BSARA

Job location: Gloucestershire Hospitals NHS Foundation Trust