Job summary We are looking for an enthusiastic team player with the ability to contribute to team working and to develop good working relationships, whilst being able to prioritise and manage their own workload. The role requires excellent communication and customer service skills. It is a varied and challenging role particularly when dealing with tight deadlines. You will also need good PC and numeric skills and experience in service delivery. Key Working Relationships Medical Secretaries/ Patients Partway Coordinators Patient Advice & Liaison Service Imaging Department ED Department Legal Services NHS Trusts / Healthcare providers Solicitors / patient advocates Patients / patient representatives Main duties of the job The Subject Access team are responsible for processing, coordinating, gathering and providing all information relating to requests for patient records under the Data Protection Act to ensure that the Trust complies with the current legislation. They will ensure that the Trust delivers a high quality, timely and efficient service. The role requires the team to liaise with patients, clinicians, solicitors and a number of government agencies to ensure the rules for compliance are adhere to within the time frames laid down by the Information Commissioner. About us King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level. We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people. King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible. Date posted 11 April 2025 Pay scheme Agenda for change Band Band 3 Salary £30,039 to £31,088 a year per annum, including high cost area Contract Permanent Working pattern Full-time Reference number 213-CORP-7068077 Job locations King's College Hospital NHS Foundation Trust Denmark Hill London SE5 9RS Job description Job responsibilities Main Duties and Responsibilities Service Quality Contribute to discussions on changes to policy and practice aimed at improving the service. Responsible for ensuring that all requests are logged on a specialist database in line with the rules for Subject Access processes, Confidentiality and Data Protection legislation. Accurate identification of the nature of the request and the appropriate legislation that governs the request. Responsible for determining entitlement to disclosure of information by checking passports, birth certificates and other forms of approved documentation Monitoring the waiting times for Subject Access requests to ensure that timescales for provision of information are not breached. Ensure that deadlines for complaints are monitored and problems resolved. Responsible for accessing information relating to subject access requests from both the paper record and electronic records from various Trust databases. To foster good working relationships with divisional staff. Meet with clinicians, when necessary, to advise on compliance issues. Liaise directly with external solicitors, court staff, Coroners, patient, and their representatives to ensure that timeframes are met and requesters are updated on progress. Flag errors in information recording and note keeping ensuring that the risk to the Trust is flagged prior to the release of information. Promote awareness of the Access to Health Records and Data Protection Act legislation as it relates to both paper and electronic patient records. Customer Care Promote a customer-focused approach when dealing with patients, relatives and external agencies. Be responsive to the needs of customers, ensuring they are aware of the process and their rights under Subject Access. Ensure that customers experience a high quality of care during the process. Respect and maintain the confidential nature of patient information, ensuring that the Patient Confidentiality Policy and Code of Conduct are strictly applied. Team Work Work with managers and team colleagues to ensure deadlines are met and maintained. Respond to working in a demand driven service. The Subject Access team are part of the overall service, and will be required to undertake the retrieval, maintenance and delivery of notes in line with departmental procedures. Support the induction of new staff to the service. Prioritise their own workload and provide cover for colleagues during sickness and absence to ensure deadlines are met. Job description Job responsibilities Main Duties and Responsibilities Service Quality Contribute to discussions on changes to policy and practice aimed at improving the service. Responsible for ensuring that all requests are logged on a specialist database in line with the rules for Subject Access processes, Confidentiality and Data Protection legislation. Accurate identification of the nature of the request and the appropriate legislation that governs the request. Responsible for determining entitlement to disclosure of information by checking passports, birth certificates and other forms of approved documentation Monitoring the waiting times for Subject Access requests to ensure that timescales for provision of information are not breached. Ensure that deadlines for complaints are monitored and problems resolved. Responsible for accessing information relating to subject access requests from both the paper record and electronic records from various Trust databases. To foster good working relationships with divisional staff. Meet with clinicians, when necessary, to advise on compliance issues. Liaise directly with external solicitors, court staff, Coroners, patient, and their representatives to ensure that timeframes are met and requesters are updated on progress. Flag errors in information recording and note keeping ensuring that the risk to the Trust is flagged prior to the release of information. Promote awareness of the Access to Health Records and Data Protection Act legislation as it relates to both paper and electronic patient records. Customer Care Promote a customer-focused approach when dealing with patients, relatives and external agencies. Be responsive to the needs of customers, ensuring they are aware of the process and their rights under Subject Access. Ensure that customers experience a high quality of care during the process. Respect and maintain the confidential nature of patient information, ensuring that the Patient Confidentiality Policy and Code of Conduct are strictly applied. Team Work Work with managers and team colleagues to ensure deadlines are met and maintained. Respond to working in a demand driven service. The Subject Access team are part of the overall service, and will be required to undertake the retrieval, maintenance and delivery of notes in line with departmental procedures. Support the induction of new staff to the service. Prioritise their own workload and provide cover for colleagues during sickness and absence to ensure deadlines are met. Person Specification Communication skills Essential Good written & verbal communication Experience of handling sensitive situations. Tact & diplomacy Team Working Skills & commitment in customer service Desirable Experience in customer service role Knowledge & Expertise Essential Understanding of confidentiality IT skills Use of databases Desirable Experience of Patient Records Service Experience & knowledge of PIMS/EPR Knowledge of the Data Protection Act Planning & Organisation Essential Ability to manage tight deadlines Effective time management Prioritisation and organisational skills Desirable Experience of target based working Special attributes Essential Flexible and adaptable to change Ability to use initiative Desirable Ability to be resourceful Person Specification Communication skills Essential Good written & verbal communication Experience of handling sensitive situations. Tact & diplomacy Team Working Skills & commitment in customer service Desirable Experience in customer service role Knowledge & Expertise Essential Understanding of confidentiality IT skills Use of databases Desirable Experience of Patient Records Service Experience & knowledge of PIMS/EPR Knowledge of the Data Protection Act Planning & Organisation Essential Ability to manage tight deadlines Effective time management Prioritisation and organisational skills Desirable Experience of target based working Special attributes Essential Flexible and adaptable to change Ability to use initiative Desirable Ability to be resourceful 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name King's College Hospital NHS Foundation Trust Address King's College Hospital NHS Foundation Trust Denmark Hill London SE5 9RS Employer's website https://www.kch.nhs.uk/ (Opens in a new tab)