University Hospital Southampton NHS FT
Health Records Team Leader/Officer
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Disclosure Team Co-ordinator – Job Description
Job Overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us. Below is the detailed job description for the role.
Main Duties of the Job
As a successful candidate, you will join the Disclosures Team, supporting 5,000+ Subject Access Requests (SARs) per year. You will:
- Work collaboratively with a small team to meet statutory Data Protection legislation deadlines
- Report to the Senior Information Governance Officer and the Head of Information Governance
-administer discharge proceedings for new members
-gest the team’s workload including:
- Answering incoming calls and taking messages
- Managing the team’s email account
- Assigning new cases following structured processes
- Conducting ID verification before passing requests to relevant departments (Legal, Radiology, HEMS, Security)
- Downloading patient information from 15+ clinical systems and using the Trust’s secure portal
- Handle sensitive requests involving police, safeguarding, psychiatric, and psychology notes in line with the ‘serious harm test’
- Redact records complying with confidentiality and legal requirements
You’ll receive formal training in all aspects of the role, including:
- Record retrieval
- Document redaction techniques
- Compliance protocols
Working for UHS
Based at Southampton General Hospital (SGH), our acute teaching trust offers a dynamic environment with:
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- Career development through training and learning opportunities
- Ideal location: The New Forest, South Downs, and Jurassic Coast on your doorstep, with direct rail links to London
- Commitment to a flexible working culture, prioritising wellbeing while balancing career growth
Values Driving Our Organisational Culture
UHS is building a community where everyone feels valued:
- Individuality is championed—diversity and inclusion are central to exceptional patient care
- Strong belief in embedding anti-racism and non-discrimination in our team
- Equip for Equality explored in every skill set, aimed at empowering every member and guest to belong and thrive
Core Responsibilities
Work as Part of a Small Team
- Collaborate with clerking techniques, helping to uphold operational integrity both individually and as a cohesive unit
Organise & Prioritise Workloads
- Manage deadlines while maintaining team performance standards and abiding by compliance guidelines
Compliance & Confidentiality
- Adhering to data protection and sensitivity in handling records
- Familiarity with information governance (IG) principles including security protocols
Independent & Self-directed Tasks
- Develop reliable abilities in:
- Managing email and IT workflows collation and uploads via secure portals
- Redacting records when appropriate, ensuring compliance with legal and ethical standards
- Apply itiative-based resolution for routine issues, escalating to senior management when necessary (Senior IG Officer/Head of IG)
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Person Specification & Skills
Qualifications / Training Required
Essential Criteria
- GCSE (or equivalent) in Maths and English, or equivalent professional proficiency
- Proven IT skills, including Excel experience
- Educated to NVQ Level 3 in a relevant administrative field OR equivalent experience with specialised knowledge
Previous Experience
- Essential:
- Significant experience in Information Governance (IG)
- Administrative experience, showcasing dependability
- Effective customer service record
- Desirable:
- Familiarity with Data Protection Act 2018 (DPA)
- eCaMIS systems usage or knowledge
- Relevant Clinical Systems:
- CHARTS, JAC, Metavision
- Any NHS experience holds preference
Aptitudes & Skills Required
- Attention to Detail – Non-negotiable in responsible document handling
- Meeting Deadlines: Proven ability to stick to reverse enterprise target management
- Procedural Compliance: Clear understanding of written guidelines and adherence to standards
Trust Values
Core Essentials
- Patients First – Offer assistance with quality assurance, ensuring patient-cohesive outcomes
- Always Improving – Commitment towards sustaining excellence in practice
- Working Together – Foster continuous collaboration, achieving shared goals.
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