Access to Records Administrator

To support the effective day-to-day delivery of the Access to Records service by

processing Subject Access Requests (SAR), Freedom of Information (FOI) requests,

Injury Cost Recovery (ICR) and Claims in line with legislation and Trust procedures.

The post holder will undertake administrative tasks to ensure requests are handled

accurately, securely and within required timescales, contributing to a compliant and

responsive service.

Process Subject Access Requests (SAR), Freedom of Information (FOI), Injury. Cost Recovery (ICR) and Claims requests in line with established procedures.

Log, track and manage requests through appropriate systems, ensuring

statutory deadlines are met.

Undertake administrative tasks associated with the release of information, ensuring accuracy and completeness.

Escalate complex or non-routine requests to senior staff as required.

Ensure all information is handled in accordance with data protection legislation and Trust policies.

Please be aware that East of England Community Health and Care NHS Trust will never ask applicants to pay fees at any stage of the recruitment process, including job applications, sponsorship arrangements, or employment offers. All recruitment communications and job applications should only be made through our official careers website and published contact details.

If you receive a suspicious job offer or recruitment-related communication, do not make any payments, share personal information, or provide identity documents. We encourage you to report the matter to your local police or relevant law enforcement agency. Any concerns relating to potential recruitment fraud should also be reported to our Local Counter Fraud Specialist (LCFS) as soon as possible.

Ensure all information is handled in accordance with data protection legislation and Trust policies.

Undertake redaction and preparation of records for disclosure following

established guidance.

Maintain accurate records of all requests and responses to ensure audit and traceability.

Provide administrative support for Claims processing, including gathering and preparing records for disclosure to legal representatives.

Respond to routine enquiries from patients, staff, solicitors and external

organisations.

Provide clear information about Access to Records processes, escalating

complex queries where required.

Communicate sensitively when dealing with potentially distressing information.

Maintain filing systems and databases, ensuring information is kept up to date and secure.

Prepare standard correspondence and documentation in response to requests.

Participate in audits and checks within own work area to support service

improvement.

All staff are required to respect confidentiality of all matters that they learn as a result of the employment with the trust, including matters relating to other members of the staff and members of the public/patients.

Maintain appropriate patient and clinical records in line with the trusts policies andprocedures, and in line with the agreed service specification.