Job summary
We are seeking to recruit an enthusiastic and highly motivated Information Access Administrator to join the Disclosure Team.
The successful candidate will be responsible for providing day-to-day administrative services in relation to the disclosure of information, working within a fast-paced disclosure team.
The successful candidate will be able to demonstrate excellent communication skills, providing support and assistance to members of the public, patients, staff and other organisations in relation to information disclosure.
We require a conscientious candidate with the ability to prioritise and organise workload to provide a timely and accurate service to ensure deadline are met with competing and challenging priorities.
- Interview date: 8 May 2025
- 37 hours 30 minutes /week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
- The post holder will assist the processing of approximately 9000 requests per annum (patients and third party
- Support the processing of a comprehensive disclosure service providing information to patients and third parties.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- The post holder will be part of the Disclosure Team and will be responsible for providing the day-to-day operations of a high quality, effective and efficient records request service
- The post holder will provide support to the Disclosure Team by ensuring that any request for records is processed within the requested timeframe
- They will log requests for records on relevant systems
- They will locate the requested records and record the tracking activity on the relevant information system
- The post holder will undertake the reproduction of records, when required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- The post holder will be part of the Disclosure Team and will be responsible for providing the day-to-day operations of a high quality, effective and efficient records request service
- The post holder will provide support to the Disclosure Team by ensuring that any request for records is processed within the requested timeframe
- They will log requests for records on relevant systems
- They will locate the requested records and record the tracking activity on the relevant information system
- The post holder will undertake the reproduction of records, when required.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- NVQ Level 2 in administrative processes or equivalent experience
Desirable
- Microsoft Office Skills Training (MOST) qualification or IT qualification
Knowledge & Experience
Essential
- Understanding the importance of confidentiality and respecting the rights of patients and staff
- Previous clerical experience
- Experience of proof reading with attention to detail and accuracy
- Experience of working as part of a team and individually
Desirable
- Previous experience working in a Subject Access Request, Health Records Team or Information Disclosure Team
- Knowledge of the Trusts Electronic patient records system
- Knowledge of GDPR and the Data Protection Act
- Knowledge of NHS policies and procedures
Skills & Abilities
Essential
- Excellent communication and interpersonal skills, face-to-face and telephone
- Proven IT skills with the experience of supporting and maintaining IT systems, ensuring the accuracy of data
- Ability to organise workloads and prioritise duties
Person Specification
Qualifications & Education
Essential
- NVQ Level 2 in administrative processes or equivalent experience
Desirable
- Microsoft Office Skills Training (MOST) qualification or IT qualification
Knowledge & Experience
Essential
- Understanding the importance of confidentiality and respecting the rights of patients and staff
- Previous clerical experience
- Experience of proof reading with attention to detail and accuracy
- Experience of working as part of a team and individually
Desirable
- Previous experience working in a Subject Access Request, Health Records Team or Information Disclosure Team
- Knowledge of the Trusts Electronic patient records system
- Knowledge of GDPR and the Data Protection Act
- Knowledge of NHS policies and procedures
Skills & Abilities
Essential
- Excellent communication and interpersonal skills, face-to-face and telephone
- Proven IT skills with the experience of supporting and maintaining IT systems, ensuring the accuracy of data
- Ability to organise workloads and prioritise duties
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.
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.
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).
