Job summary
To provide comprehensive administrative support to the Legal Services and Subject Access Request teams
Main duties of the job
Data entry, tracking in and out of records, filing, assisting with disclosure of records to Thames Valley Police, opening and distributing post, dealing with Hospital to Hospital requests, verifying information for DWP PiP & BF9 forms, providing information concerning time of birth, providing cross cover for scanning roles for both SAR & Legal Services.
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more herewww.ouh.nhs.uk
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description
Job responsibilities
- Support the administrative service for colleagues within the Legal and Subject Access Request teams as requested by senior staffs
- Loading of new Subject Access Requests onto RFI module in Ulysses database
- Loading of new Police SFR requests onto RFI module in Ulysses database
- Managing Hospital to Hospital requests for patient information from loading onto RFI module through to disclosure
- Even distribution of new Subject Access and Police SFR requests to Senior Subject Access Administrators
- Ensure a complete audit trail is maintained by updating Ulysses Database on all Subject Access / Police / Hospital to Hospital requests
- Disclosure of records using File Transfer or AMS systems, as appropriate
- Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change to include E-Learning
- Comply with the requirements of the GDPR, Access to Health Records Act and legislation issues in relation to confidential data
- Prioritise workload daily to ensure time scales are met
- Provide cover of scanning administrators as required, for both Legal and Subject Access Request teams
- Maintain the health record as per instructions of the Health Records Policy
- Complete daily filing tasks as required by Legal and Subject Access Request teams
- Take telephone messages as required for both Legal and Subject Access request teams
- Process requests for Admission and Discharge letters
- Process requests relating to times of birth
Job description
Job responsibilities
- Support the administrative service for colleagues within the Legal and Subject Access Request teams as requested by senior staffs
- Loading of new Subject Access Requests onto RFI module in Ulysses database
- Loading of new Police SFR requests onto RFI module in Ulysses database
- Managing Hospital to Hospital requests for patient information from loading onto RFI module through to disclosure
- Even distribution of new Subject Access and Police SFR requests to Senior Subject Access Administrators
- Ensure a complete audit trail is maintained by updating Ulysses Database on all Subject Access / Police / Hospital to Hospital requests
- Disclosure of records using File Transfer or AMS systems, as appropriate
- Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change to include E-Learning
- Comply with the requirements of the GDPR, Access to Health Records Act and legislation issues in relation to confidential data
- Prioritise workload daily to ensure time scales are met
- Provide cover of scanning administrators as required, for both Legal and Subject Access Request teams
- Maintain the health record as per instructions of the Health Records Policy
- Complete daily filing tasks as required by Legal and Subject Access Request teams
- Take telephone messages as required for both Legal and Subject Access request teams
- Process requests for Admission and Discharge letters
- Process requests relating to times of birth
Person Specification
Shortlist Offline
Essential
- Add "2" for interview, "0" for rejected
Person Specification
Shortlist Offline
Essential
- Add "2" for interview, "0" for rejected
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).
