Betsi Cadwaladr University Health Board
Access to Health Records Officer
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Job Overview
An exciting opportunity has arisen to be part of the Access to Health Records Service for the Health Board. This role will play a key part in supporting compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) with specific regards to the processing of subject access requests for access to patient records.
If you are someone who has great communication skills, is extremely organised, process driven, and able to provide accountability and assurance around the processes involved when handling a subject access request, then this job could be for you.
We would expect the candidate to already have a good understanding of Data Protection and GDPR, however, further specialised training will be offered as part of the development of the role.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main Duties of the Job
- Support the Patient Records Service on the delivery of set objectives to ensure policies and procedures are followed in compliance with; General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, Access to Health Records Act 1990, and BCUHB Health Records Management Procedure.
- Work in a highly pressurised office environment to provide a professional and efficient service, ensuring patient records are located, extracted, and scanned in a timely manner, under the supervision of the Access to Health Records Support Manager.
- Work with a degree of autonomy to ensure delivery of subject access compliance and deliver high quality.
- Be the first point of contact within the Health Board, supporting the Access to Health Records Case Handlers to ensure all subject access requests for patient records are managed efficiently from start to finish that are received within the Access to Health Records (ATHR) Service ensuring that legislative requirements are adhered to as per the ATHR procedures.
- Ensure that any delays accessing patient records are appropriately escalated in a timely manner to enable compliance with the legislative timescale.
Working for Our Organisation
If you relish a challenge, have a passion to help others, or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute, and elective hospital services for a population of around 700,000, across North Wales. Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework.
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
- Enjoy being part of working with engaged leadership at all levels.
- Be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.
- Please check your email account regularly. Successful applicants will receive all recruitment-related correspondence via the email account registered on the application form.
- Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Detailed Job Description and Main Responsibilities
- Respond effectively and professionally to all telephone, written, and in-person enquiries using tact, discretion, and sensitivity as appropriate to the situation, ensuring patient confidentiality is maintained. Where necessary, referring calls to the Access to Health Record Support Manager.
- Have a good understanding of the General Data Protection Regulation (GDPR) 2018, Data Protection Act 1998, Access to Health Records Act 1990, Information Commissioner’s Officer in relation to the job role, the requirements, and responsibilities.
- Ensure mechanisms are in place to ‘retrieve’ records in both paper and electronic formats, and liaise with multi-disciplinary clinical and non-clinical leads where the need arises regarding disclosure.
- Scan all appropriate information in relation to subject access request promptly and accurately, ensuring all information is legible and relevant to the request within legislative timescales and procedures.
- Support the Access to Health Records Case Handlers with the requesting, chasing, collection, and delivery of paper patient records and upload within the SAR Management System. In some cases, this will include visiting patient ward/clinic to collect paper records for scanning.
Get help with your application
Your very own career expert that helps elevate your application to the next level.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.
Person Specification
Qualifications and Knowledge
Essential criteria
- NVQ Level 2 or equivalent qualification/work experience
- A general understanding of health-related General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, and Access to Health Records Act 1990
- Knowledge and understanding of principles of confidentiality.
Desirable criteria
- GDPR Foundation level
- Evidence of continual professional development
- Working knowledge of how to manage multiple document types
Experience
Essential criteria
- Experience of working with Microsoft packages
- Strong customer service skills
Desirable criteria
- NHS experience
- Previous administrative and customer service experience
- Experience of working with the Data Protection Act and Access to Health Records Act
- Experience of using multiple ICT systems at once.
Skills and Attributes
Essential criteria
- Ability to sustain accuracy of work and achieve a consistently high standard under pressure.
- Ability to manage time and make decisions on a variety of tasks and changing priorities.
- Ability to recognise and evaluate issues, and when to escalate.
- Ability to remain calm and professional under pressure.
- Good verbal and written skills and ability to communicate effectively at all levels within clinical and non-clinical teams.
- Good literacy and numeracy skills, with the ability to analyse and evaluate data to inform improvement recommendations.
Desirable criteria
- Ability to speak Welsh
Other
Essential criteria
- Commitment to placing the patient at the heart of what we do
- Self-motivated, hardworking, and enthusiastic
- Present self in a professional manner, being courteous, respectful, and helpful.
- Good interpersonal skills and ability to empathise.
- To respect confidentiality and the rights of the patient
- Ability to exert light/moderate physical effort when handling casenotes and trolleys
Desirable criteria
- Ability to travel between sites.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills
Location