• Job Description

  Req#: C9213-25-0415?language=en&page=9&sort=publicationDateDesc

  Job summary

  We are looking for an enthusiastic team player with the ability to contribute to team working and to develop good working relationships, whilst being able to prioritise and manage their own workload.

  The role requires excellent communication and customer service skills.

  It is a varied and challenging role particularly when dealing with tight deadlines.

  You will also need good PC and numeric skills and experience in service delivery.

  Key Working Relationships

  1. Medical Secretaries/ Patients Partway Coordinators
  2. Patient Advice & Liaison Service
  3. Imaging Department
  4. ED Department
  5. Legal Services
  6. NHS Trusts / Healthcare providers
  7. Solicitors / patient advocates
  8. Patients / patient representatives

  Main duties of the job

  The Subject Access team are responsible for processing, coordinating, gathering and providing all information relating to requests for patient records under the Data Protection Act to ensure that the Trust complies with the current legislation.

  They will ensure that the Trust delivers a high quality, timely and efficient service. The role requires the team to liaise with patients, clinicians, solicitors and a number of government agencies to ensure the rules for compliance are adhere to within the time frames laid down by the Information Commissioner.

  About us

  King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

  We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

  King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

  Date posted

  11 April 2025

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £30,039 to £31,088 a year per annum, including high cost area

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  213-CORP-7068077

  Job locations

  King's College Hospital NHS Foundation Trust

  Denmark Hill

  London

  SE5 9RS

  
  

  Job description

  Job responsibilities

  Main Duties and Responsibilities

  Service Quality

  • Contribute to discussions on changes to policy and practice aimed at improving the service.
  • Responsible for ensuring that all requests are logged on a specialist database in line with the rules for Subject Access processes, Confidentiality and Data Protection legislation.
  • Accurate identification of the nature of the request and the appropriate legislation that governs the request.
  • Responsible for determining entitlement to disclosure of information by checking passports, birth certificates and other forms of approved documentation
  • Monitoring the waiting times for Subject Access requests to ensure that timescales for provision of information are not breached.
  • Ensure that deadlines for complaints are monitored and problems resolved.
  • Responsible for accessing information relating to subject access requests from both the paper record and electronic records from various Trust databases.
  • To foster good working relationships with divisional staff. Meet with clinicians, when necessary, to advise on compliance issues.
  • Liaise directly with external solicitors, court staff, Coroners, patient, and their representatives to ensure that timeframes are met and requesters are updated on progress.
  • Flag errors in information recording and note keeping ensuring that the risk to the Trust is flagged prior to the release of information.
  • Promote awareness of the Access to Health Records and Data Protection Act legislation as it relates to both paper and electronic patient records.

  Customer Care

  • Promote a customer-focused approach when dealing with patients, relatives and external agencies.
  • Be responsive to the needs of customers, ensuring they are aware of the process and their rights under Subject Access.
  • Ensure that customers experience a high quality of care during the process.
  • Respect and maintain the confidential nature of patient information, ensuring that the Patient Confidentiality Policy and Code of Conduct are strictly applied.

  Team Work

  • Work with managers and team colleagues to ensure deadlines are met and maintained.
  • Respond to working in a demand driven service.
  • The Subject Access team are part of the overall service, and will be required to undertake the retrieval, maintenance and delivery of notes in line with departmental procedures.
  • Support the induction of new staff to the service.
  • Prioritise their own workload and provide cover for colleagues during sickness and absence to ensure deadlines are met.

  Job description

  Job responsibilities

  Main Duties and Responsibilities

  Service Quality

  • Contribute to discussions on changes to policy and practice aimed at improving the service.
  • Responsible for ensuring that all requests are logged on a specialist database in line with the rules for Subject Access processes, Confidentiality and Data Protection legislation.
  • Accurate identification of the nature of the request and the appropriate legislation that governs the request.
  • Responsible for determining entitlement to disclosure of information by checking passports, birth certificates and other forms of approved documentation
  • Monitoring the waiting times for Subject Access requests to ensure that timescales for provision of information are not breached.
  • Ensure that deadlines for complaints are monitored and problems resolved.
  • Responsible for accessing information relating to subject access requests from both the paper record and electronic records from various Trust databases.
  • To foster good working relationships with divisional staff. Meet with clinicians, when necessary, to advise on compliance issues.
  • Liaise directly with external solicitors, court staff, Coroners, patient, and their representatives to ensure that timeframes are met and requesters are updated on progress.
  • Flag errors in information recording and note keeping ensuring that the risk to the Trust is flagged prior to the release of information.
  • Promote awareness of the Access to Health Records and Data Protection Act legislation as it relates to both paper and electronic patient records.

  Customer Care

  • Promote a customer-focused approach when dealing with patients, relatives and external agencies.
  • Be responsive to the needs of customers, ensuring they are aware of the process and their rights under Subject Access.
  • Ensure that customers experience a high quality of care during the process.
  • Respect and maintain the confidential nature of patient information, ensuring that the Patient Confidentiality Policy and Code of Conduct are strictly applied.

  Team Work

  • Work with managers and team colleagues to ensure deadlines are met and maintained.
  • Respond to working in a demand driven service.
  • The Subject Access team are part of the overall service, and will be required to undertake the retrieval, maintenance and delivery of notes in line with departmental procedures.
  • Support the induction of new staff to the service.
  • Prioritise their own workload and provide cover for colleagues during sickness and absence to ensure deadlines are met.

  Person Specification

  Communication skills

  Essential

  • Good written & verbal communication
  • Experience of handling sensitive situations. Tact & diplomacy
  • Team Working
  • Skills & commitment in customer service

  Desirable

  • Experience in customer service role

  Knowledge & Expertise

  Essential

  • Understanding of confidentiality
  • IT skills
  • Use of databases

  Desirable

  • Experience of Patient Records Service
  • Experience & knowledge of PIMS/EPR
  • Knowledge of the Data Protection Act

  Planning & Organisation

  Essential

  • Ability to manage tight deadlines
  • Effective time management
  • Prioritisation and organisational skills

  Desirable

  • Experience of target based working

  Special attributes

  Essential

  • Flexible and adaptable to change
  • Ability to use initiative

  Desirable

  • Ability to be resourceful

  Person Specification

  Communication skills

  Essential

  • Good written & verbal communication
  • Experience of handling sensitive situations. Tact & diplomacy
  • Team Working
  • Skills & commitment in customer service

  Desirable

  • Experience in customer service role

  Knowledge & Expertise

  Essential

  • Understanding of confidentiality
  • IT skills
  • Use of databases

  Desirable

  • Experience of Patient Records Service
  • Experience & knowledge of PIMS/EPR
  • Knowledge of the Data Protection Act

  Planning & Organisation

  Essential

  • Ability to manage tight deadlines
  • Effective time management
  • Prioritisation and organisational skills

  Desirable

  • Experience of target based working

  Special attributes

  Essential

  • Flexible and adaptable to change
  • Ability to use initiative

  Desirable

  • Ability to be resourceful

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  King's College Hospital NHS Foundation Trust

  Address

  King's College Hospital NHS Foundation Trust

  Denmark Hill

  London

  SE5 9RS

  
  

  Employer's website

  https://www.kch.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  King's College Hospital NHS Foundation Trust

  Address

  King's College Hospital NHS Foundation Trust

  Denmark Hill

  London

  SE5 9RS

  
  

  Employer's website

  https://www.kch.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

Notice