Job summary
Are you passionate about making a positive impact in the healthcare industry? Do you thrive in a dynamic and compassionate environment? If so, we have exciting opportunities for you!
Our clinical support patient facing administration workforce is vital to our organisation, without them our front-line Doctors, Nurses and Allied Health Professional cannot deliver the excellent care to our patients we strive for. As a support to our clinical workforce within the Divisions you will play a crucial role in ensuring the smooth and efficient operation of our hospital wards.
Your efforts will directly contribute to the well-being and comfort of our patients, making you an integral part of their healthcare journey.
Main duties of the job
We have adopted a centralised hiring process for administration roles in bands 2-3 and 4-5. This means you apply once and are considered for multiple positions within our organisation, saving time for both candidates and managers while accessing a broader talent pool.
This week are currently recruiting for the following Bands 4 and 5 role across the organisation:
- Legal Services Subject Access Administrator - 37.5 hours per week - 12 month FTC
When applying please:
- Include as much detail as possible in the application inc. qualifications, roles and responsibilities
- Include a supporting statement and showcase your skills and experience
- Specify if you have a strong desire to work in a certain department or role type
- Let us know if you want full time or part time work
Shortlisting will be carried out on: W/C 16 June 2025
The interview date for successful candidates will be: 24th June 2025
Please note, this vacancy may close early if there are sufficient applications.
To provide a professional administrative service within a team dedicated to meeting stringent time scales as set out in the GDPR Act 2018 and Access to Health Records Act 1990, on producing copy records for Personal and Medico-Legal purposes. Effective and efficient patient administration supports management through a high standard of data quality and by making the best use of capacity and resources.
About us
Oxford University Hospitals NHS Foundation Trust is 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. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
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 this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Job description
Job responsibilities
The Legal Services Subject Access Administrator will provide comprehensive administration support to the Legal Services team. Although this post is primarily office based, some hybrid working may be considered on successful completion of probationary / training period.
Key Duties and Responsibilities (please see job description for full details):
Provide a complete administrative service including word processing, filing and photo-copying Pull records from main library as necessary Request records from secretaries and other holders of the health records as needed Sort and distribute incoming mail Ensure a complete audit trail is maintained by updating database on all Personal and Subject Access requests Prioritise workload daily to ensure timescales are met To be able to communicate effectively using good verbal and written skills at all levels with other colleagues, health professionals and the public Ability to meet the physical demands that are needed in this very busy department To prioritise, recognise and liaise with Head of Legal Services on more complex enquiries if necessary Assist the Legal Services team based at the John Radcliffe in the retrieval of Health Records across the Trust and ensure the safe delivery of these Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change Maintain the health record as per the instructions of the health records policy Assist with audits as requested by the Legal Services Office Manager Comply with the requirements of the GDPR, Access to Health Records Act and legislation issued in relation to confidential data Assist colleagues throughout the department in providing a reasonable cover of the work of absent colleagues when necessary Provide comments / suggestions to the Legal Services Office Manager on working practices with the aim to continually improve and actively contribute towards improved service delivery Provide a professional service in assisting colleagues within and outside of the Trust in matters relating to correct access of records for Subject Access Requests
Job description
Job responsibilities
The Legal Services Subject Access Administrator will provide comprehensive administration support to the Legal Services team. Although this post is primarily office based, some hybrid working may be considered on successful completion of probationary / training period.
Key Duties and Responsibilities (please see job description for full details):
Provide a complete administrative service including word processing, filing and photo-copying Pull records from main library as necessary Request records from secretaries and other holders of the health records as needed Sort and distribute incoming mail Ensure a complete audit trail is maintained by updating database on all Personal and Subject Access requests Prioritise workload daily to ensure timescales are met To be able to communicate effectively using good verbal and written skills at all levels with other colleagues, health professionals and the public Ability to meet the physical demands that are needed in this very busy department To prioritise, recognise and liaise with Head of Legal Services on more complex enquiries if necessary Assist the Legal Services team based at the John Radcliffe in the retrieval of Health Records across the Trust and ensure the safe delivery of these Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change Maintain the health record as per the instructions of the health records policy Assist with audits as requested by the Legal Services Office Manager Comply with the requirements of the GDPR, Access to Health Records Act and legislation issued in relation to confidential data Assist colleagues throughout the department in providing a reasonable cover of the work of absent colleagues when necessary Provide comments / suggestions to the Legal Services Office Manager on working practices with the aim to continually improve and actively contribute towards improved service delivery Provide a professional service in assisting colleagues within and outside of the Trust in matters relating to correct access of records for Subject Access Requests
Person Specification
Qualifications
Essential
- GCSE or equivalent in English and Maths, grades A-C
Interpersonal Skills
Essential
- Makes a positive contribution to effective multi-disciplinary team working
- Excellent customer care and communication
- Ability to adapt communication style as required
Experience and Skills
Essential
- MS office and applications (including Word, Excel and Outlook)
- Previous experience within the NHS/public sector
Person Specification
Qualifications
Essential
- GCSE or equivalent in English and Maths, grades A-C
Interpersonal Skills
Essential
- Makes a positive contribution to effective multi-disciplinary team working
- Excellent customer care and communication
- Ability to adapt communication style as required
Experience and Skills
Essential
- MS office and applications (including Word, Excel and Outlook)
- Previous experience within the NHS/public sector
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).
