Centralised - Legal Services Subject Access Administrator
| Posting date: | 03 June 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £26,530 - £29,114 per annum/pro rata |
| Hours: | Full time |
| Closing date: | 03 July 2025 |
| Location: | Oxford, OX3 9DU |
| Company: | Oxford University Hospitals NHS Foundation Trust |
| Job type: | Contract |
| Job reference: | 7151111/321-CENT-7151111-B4-PUB |
Summary
A Vacancy at Oxford University Hospitals NHS Foundation Trust.
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.
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.
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. 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 viewOUH 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.
• 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
This advert closes on Monday 16 Jun 2025
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.
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.
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. 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 viewOUH 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.
• 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
This advert closes on Monday 16 Jun 2025
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About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.