Isle of Wight NHS Trust

Subject Access Request Clerical Administrator

The closing date is 19 February 2026

Job summary

This vacancy is open to employees of Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust only.

Band 2: £24,465 per annum

Hours: 37.5 per week

Contract Type: Permanent

Do you enjoy a challenge? Do you have a keen eye for detail with strong administration skills? Do you want to play a key role in the provision of health records and information? If so, we are seeking an enthusiastic and highly motivated individual to join our expanding Information Governance Team.

You will support the Information Governance Team in processing Subject Access requests by using multiple data sources to compile health records to fulfil requests.

This will include the retrieval and copying of patient's physical health records, supporting with identification checks, retrieval of information from a small number of computer systems and supporting the Team with inbox management.

Main duties of the job

Key Responsibilities

Communication and Working Relationships

The post holder will be providing and receiving routine information orally to assist in undertaking own job. Communication is mainly with work colleagues.

Planning and organising

The post holder organises own day-to-day work tasks or activities.

Financial Management

The post holder will observe a personal duty of care in relation to equipment and resources used in the course of their work.

Management/Leadership

The post holder provides advice or demonstrates own activities or workplace routines to new or less experienced employees in own work area.

Research and development

Undertakes surveys or audits, as necessary to own work; may occasionally participate in R&D, clinical trials or equipment testing.

About us

Isle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.

This vacancy is part of the Single Corporate Services Division.

Why are we changing the way we deliver Corporate Services?

Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme.

The vision for our single corporate services is to:

Be an employer of choice for corporate talent, attracting and retaining people who share our values for excellence in care and welcome the opportunity to benefit from the broad range of flexible career and development opportunities we can offer.
Improve efficiency through simplified and standardised policies, processes, and systems, drawing on the best from both Trusts.
Co-invest in the latest digital solutions and standardise our approach, meaning we do things once for both organisations.
Build resilience for individuals and our teams.

Date posted

10 February 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year

Contract

Permanent

Working pattern

Full-time

Reference number

REF2015R

Job locations

Units 2/3 Mitchell Way

Airport Service Road

Portsmouth

PO3 5PR

Job description

Job responsibilities

Job purpose

To ensure both Trusts meet their legal and regulatory obligations associated with information governance and to ensure that there are robust arrangements in place to continue to be well led organisations. This includes assurance and escalation as necessary.

Job summary

To support the Information Governance in the processing of Subject Access Requests received into the Trust Portsmouth Hospitals University NHS Trust).
Use multiple data sources and computer systems to compile health records to fulfil Subject Access Request and redact where necessary.
To assist the wider Information Governance team in ensuring high standards of Information Governance are implemented and maintained throughout the Trust

Specific Core Functions

To process the backlog of Access to Health Records request processes as per Trust policy and guidance with the support of the Information Governance Administrator.
Follow mechanisms to retrieve records, copy records.
To access data sources and computer systems under the direction of the Information Governance Administrator.
Escalate any areas of concern or non-responses and any queries outside the remit of this role as per team guidance and processes.
To assist with redaction as requested.
Ensure the processing of all associated documentation regarding appropriateness of request, photocopying, consents, and identification checks ensuring that processes are consistent, transparent, and legally compliant.

For further information please refer to the enclosed Job Description.

Job description

Job responsibilities

Job purpose

Job summary

To support the Information Governance in the processing of Subject Access Requests received into the Trust Portsmouth Hospitals University NHS Trust).
Use multiple data sources and computer systems to compile health records to fulfil Subject Access Request and redact where necessary.
To assist the wider Information Governance team in ensuring high standards of Information Governance are implemented and maintained throughout the Trust

Specific Core Functions

To process the backlog of Access to Health Records request processes as per Trust policy and guidance with the support of the Information Governance Administrator.
Follow mechanisms to retrieve records, copy records.
To access data sources and computer systems under the direction of the Information Governance Administrator.
Escalate any areas of concern or non-responses and any queries outside the remit of this role as per team guidance and processes.
To assist with redaction as requested.
Ensure the processing of all associated documentation regarding appropriateness of request, photocopying, consents, and identification checks ensuring that processes are consistent, transparent, and legally compliant.

For further information please refer to the enclosed Job Description.

Person Specification

Experience

Essential

Good verbal, telephone, and written communication skills.
Knowledge and understanding of the basic use of IT applications (e.g. Microsoft word, email).

Desirable

Basic awareness of Subject Access Request and GDPR Knowledge of NHS IT Systems

Qualifications

Essential

GCSE English and Maths.

Desirable

NVQ 2 or relevant equivalent experience.

Person Specification

Experience

Essential

Good verbal, telephone, and written communication skills.
Knowledge and understanding of the basic use of IT applications (e.g. Microsoft word, email).

Desirable

Basic awareness of Subject Access Request and GDPR Knowledge of NHS IT Systems

Qualifications

Essential

GCSE English and Maths.

Desirable

NVQ 2 or relevant equivalent experience.

Employer details

Employer name

Isle of Wight NHS Trust

Address

Units 2/3 Mitchell Way

Airport Service Road

Portsmouth

PO3 5PR

Employer's website

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

Employer details

Employer name

Isle of Wight NHS Trust

Address

Units 2/3 Mitchell Way

Airport Service Road

Portsmouth

PO3 5PR

Employer's website

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