Nhs Subject Access Request Administrator
7 days ago
**Subject Access Request Administrator**
**Location**: Bedford
**Job Type**: Temporary
**Duration of booking**: Expected to last 5 months likely longer
**Proposed start date**: ASAP
**Sector**: Healthcare
**Base**:Office
**Band**: 3
**Pay Rates**:
- £10.81 paye inclusive of holiday
- £12.00 umbrella per hour
**Working Days and Hours**:Monday to Friday 9am to 5pm
**Remote Working**:No
**Job Summary**
The post holder will be responsible for processing requests for information to the Trust from police, solicitors, and others under the current data protection legislation, including the Data Protection Act, GDPR and Access to Health Records Act.
The post holder will play an integral role in delivering an excellent support service by assisting and providing administrative support to the Information Governance team.
**Duties**
- To ensure all Subject Access Request and/or release of information requests are logged, processed, and actioned accordingly.
- Data entry onto a range of modules on to the SARs management software solution.
- To provide general administrative support, including scanning, photocopying, filing, and archiving.
- To respond to and record all incoming telephone calls, ensuring that the appropriate system of recording and documenting this information is followed.
- Inform enquirers about how to access the Trust’s release of information procedure and explain the process.
- To be responsible for assisting the public and staff by signposting, providing basic information, help, advice, and assistance with enquiries relating to the Trust.
- To ensure that any significant issues (e.g., potential adverse publicity, legal proceedings, or serious incidents) are brought to the attention of the Information Governance Facilitator.
- Maintain and update the records on the SAR management software solution as the file progresses.
- Keep enquirers up to date with the progress of their request.
- Review the file to establish what level of consent or identification is required and request the relevant paperwork.
- Ensure the correct documentation, identification, consent, and approval is received from the enquirer (e.g., police, solicitors,) and raise any consent queries with the Information Governance Facilitator.
- Raise any confidentiality queries or non-standard requests (in line with the Data Protection policy) that are unclear to the Information Governance Facilitator.
- Facilitate the retrieval of archived documents and other documents required to process the request for information e.g., CAD, Patient Care Records, call recordings.
- To identify 'individual rights’ requests under the new GDPR and Data Protection Act 2018, log accordingly and inform the Data Protection Officer.
- To assist in the processing of the 'individual rights’ requests, including redacting information and preparing files for Data Protection Officer approval.
- Ensure these requests are processed in line with the appropriate timeframes
- To type confidential reports and correspondence in line with Trust’s policies and procedures.
- To maintain the confidentiality of patients and other personnel that the post holder may meet.
- To provide administration support before, during and after meetings as required - including booking meeting rooms, sending invites, and typing notes.
- Ensure that an excellent administration system is in place (in line with the Department of Health guidance) which will include the secure and appropriate management of all records, paper and electronic, allowing easy access and retrieval of files throughsound case management.
- To maintain, store and dispose of records in a manner that will satisfactorily meet the statutory requirements, including the current data protection legislation, the Children’s Act and Freedom of Information Act; and good practice guidelines, includingthe Caldicott Guardian.
- To receive, sort and distribute incoming mail and to dispatch outgoing mail.
- To take charge and manage incoming calls, dealing with solicitors, police, patients, and the public in a calm professional manner and always treating them with dignity and respect
- Maintain efficient organisational and multi-tasking skills to manage a busy and varied workload with frequent interruptions.
- Be able to (and be able to recognise the need to), modify and adapt methods of communication to account for the differing needs of patients and callers especially in stressful and difficult situations e.g., bereaved caller.
- Ensure polite, efficient, and appropriate communications always exist with the public, e.g., patients, relatives, purchasers, medical and other NHS emergency service personnel.
- To communicate efficiently and effectively with patients, relatives, and the public where there are barriers to communication such as language or noise, using persuasive skills where appropriate
- Identify to the Information Governance Facilitator instances where the content of a call raises concerns over the welfare of clients, or concerns over vulnerable or at-risk individuals even if they are not the client. This includes all perceived issuesof risk, neglect, abuse or endangerment to all adults and children.
- To always promote and enhance the image of the Trust in accordance with Trust policies and procedures, promoting good relations with the public, patients, and other health care professionals through effective communication skills
- Work as an effective member of a high-performance team, ensuring self-awareness of surrounding environment and events.
- Manage and maintain the department’s post and telephone rotas, taking into consideration staff absences, to ensure that the team runs efficiently and effectively.
- Demonstrate, support, and supervise the day-to-day tasks of the administrator’s role to any new team members or staff on alternative working duties.
- Complete any additional tasks required to support the smooth administration of the information governance team.
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