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Isle of Wight NHS Trust

Information Governance Administrator

The closing date is 30 April 2026

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Job summary

NHS Band 3 Salary: £25,760 - £27,476 per annum

Hours per Week: 37.5 full Time

Contract Type: Permanent

Location: Health Records Department, Units 2/3 Mitchell Way, Airport Service Road, Portsmouth, Hampshire, PO3 5PR

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 enthusiastic and highly motivated individuals to join our expanding Information Governance Team.

Your role will be 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.

Main duties of the job

Key Responsibilities:

To provide an administrative support service to the Information Governance (IG) Team, assisting with the daily processing of Subject Access Requests and Freedom of Information Requests, ensuring compliance with relevant legislation, Policies and Trust guidelines.
You will be the first point of contact for all IG queries and will be responsible for assigning these to the correct team member or responding directly.
You will be responsible for the processing of subject access requests and if required escalating queries or potential breaches in timescales.
You will be responsible for the day to day recording of Subject Access Requests, ensuring all requests are logged on the system and managed in a way that enables the Trust to comply with the requirements of the relevant legislation.
You will be responsible for liaising with clinical services to ensure that relevant exemptions are applied correctly.
You will be responsible for reviewing records and applying the Third Party Exemptions within the Data Protection legislation.

About us

Working as a partnership, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust 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 single corporate service is delivered across both organisations. You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veterans' status, colour, religion, disability, sexual orientation, and beliefs.

Date posted

15 April 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

Contract

Permanent

Working pattern

Full-time

Reference number

REF2185A

Job locations

Health Records Department

Units 2/3 Mitchell Way, Airport Service Road

Portsmouth

Hampshire

PO3 5PR

Job description

Job responsibilities

As the single corporate service will be delivered across both organisations, individuals may be required to undertake business travel between sites. The frequency and arrangements will be discussed on an individual basis and the staff mobility local agreement will apply.

For our leaders managing staff across multi-site locations, they will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

To provide administrative support service to the Information Governance Team, assisting with the daily processing of Subject Access Requests and Freedom of Information Requests, ensuring compliance with relevant legislation, Policies and Trust guidelines.
The post holder will be the first point of contact for all Information Governance queries and will be responsible for assigning these to the correct team member or responding directly.
To be responsible for the processing of subject access requests and if required escalating queries or potential breaches in timescales.

To assist the Information Governance team in ensuring high standards of Information Governance are implemented and maintained throughout the Trust.
Contribute to the Trusts compliance with the Data Security and Protection Toolkit.

For further details please refer to enclosed job description.

Job description

Job responsibilities

For our leaders managing staff across multi-site locations, they will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

To provide administrative support service to the Information Governance Team, assisting with the daily processing of Subject Access Requests and Freedom of Information Requests, ensuring compliance with relevant legislation, Policies and Trust guidelines.
The post holder will be the first point of contact for all Information Governance queries and will be responsible for assigning these to the correct team member or responding directly.
To be responsible for the processing of subject access requests and if required escalating queries or potential breaches in timescales.

To assist the Information Governance team in ensuring high standards of Information Governance are implemented and maintained throughout the Trust.
Contribute to the Trusts compliance with the Data Security and Protection Toolkit.

For further details please refer to enclosed job description.

Person Specification

Skills and Knowledge

Essential

Knowledge and understanding of the Data Protection Act 2018 / GDPR /Freedom of Information Act and its application.
Knowledge and understanding of the basic use of IT applications (e.g. Microsoft word, email).

Qualifications

Essential

G.C.S.E (or equivalent) grade.
4 or above in English and Maths.
NVQ Level 3 (or equivalent).

Experience

Essential

Practical experience of Microsoft Office applications e.g. Word, Excel, etc.
Excellent verbal, telephone, and written communication skills.
Effective general administration duties.

Person Specification

Skills and Knowledge

Essential

Knowledge and understanding of the Data Protection Act 2018 / GDPR /Freedom of Information Act and its application.
Knowledge and understanding of the basic use of IT applications (e.g. Microsoft word, email).

Qualifications

Essential

G.C.S.E (or equivalent) grade.
4 or above in English and Maths.
NVQ Level 3 (or equivalent).

Experience

Essential

Practical experience of Microsoft Office applications e.g. Word, Excel, etc.
Excellent verbal, telephone, and written communication skills.
Effective general administration duties.

Employer details

Employer name

Isle of Wight NHS Trust

Address

Health Records Department

Units 2/3 Mitchell Way, Airport Service Road

Portsmouth

Hampshire

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

Health Records Department

Units 2/3 Mitchell Way, Airport Service Road

Portsmouth

Hampshire

PO3 5PR

Employer's website

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