University Hospital Southampton NHS FT
Health Records Team Leader/Officer
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Job Overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for the detailed job description of the role.
Main duties of the job
As a successful candidate, you will be working within the Disclosures Team, providing medical records and information in response to over 5000 subject access requests (SARs) per year. You will work within a small team to ensure the Trust meets its statutory requirements and the deadlines of the Data Protection legislation. You will report to the Senior Information Governance Officer and the Head of Information Governance.
Working for our organisation
University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.
Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast.
We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information.
At UHS, we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.
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At UHS, we proudly champion individuality, recognising that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.
Detailed Job Description And Main Responsibilities
The Disclosures Team is a small team based at SGH. They handle the majority of requests for patient information and medical records. The team receives 5000+ requests per year from patients, families, solicitors, police and many others and the team must respond within one calendar month. Initially, you will be responsible for administration duties such as answering the telephone and taking messages, managing the team's email account, assigning new cases to the team, undertaking ID verification, and forwarding the requests to other departments (Legal, Radiology, HEMS, Security) who also need to provide patient records.
You will be taught to download patient information from 15+ clinical systems and to use the Trust's secure portal. Requests which involve police, safeguarding, psychiatry and psychology notes must be handled sensitively, ensuring the 'serious harm test' is not met. You will be taught to redact information from the records as required.
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We Are Looking For Someone Who Can
- Work as part of a small team
- Organise your workload to meet statutory deadlines and individual/team targets
- Adhere to principles of confidentiality and privacy
- Work independently using their computer skills to send emails, download/upload information, collate and redact information.
- Take initiative to resolve problems as they occur, escalating to senior IG Officer or Head of IG as appropriate.
Person specification
Qualifications / Training Required
Essential criteria
- GCSE (or equivalent) in Maths and English, or equivalent experience
- Extensive use of IT skills, including excel
- Educated to NVQ3 standard in a relevant subject or able to demonstrate an equivalent level of knowledge and skills plus proven experience and specialist knowledge in field
Previous or relevant experience necessary
Essential criteria
- Extensive experience of IG
- Previous experience in an administrative role
- Good customer service experience/skills
Desirable criteria
- Knowledge of the DPA 2018
- Experience using eCaMIS system
- Experience using the following systems:
- CHARTS
- JAC
- Metavision
- Previous NHS experience
Aptitudes And Skills Required
Essential criteria
- Attention to detail
- Ability to work to deadlines and meet targets
- Ability to understand and follow written procedural guidelines
Trust Values
Essential criteria
- Patients First
- Always Improving
- Working Together
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