Subject Access Request Clerical Administrator

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 organisation.  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.

NHS Band 2 Salary:   £25,272 per annum

Hours per Week:      37.5 full time

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. 

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 etc.
• 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.
• This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties, which fall within the grade of the job, in discussion with the manager.

For full job details, please refer to enclosed Job Description.

Qualifications 

• GCSE English and Math’s
• NVQ 2 or relevant equivalent experience

Experience

• Good verbal, telephone, and written communication skills

Knowledge

• Knowledge and understanding of the basic use of IT applications (e.g. Microsoft word, email)
• Basic awareness of Subject Access Request and GDPR Knowledge of NHS IT Systems

At the core of our culture is the value we place on our workforce; their skills, knowledge, experience and contribution to the communities we serve. We are proud to offer our staff more than just a job – we offer them an opportunity to be part of a dynamic organisation striving for excellence which provides its staff members with benefits and support throughout their lives and careers.

We are pleased to be able to offer benefits ranging from reduced cost lease cars, flexible working and development opportunities to get the most from your career with us. We understand that a career is about more than just the time you spend at work and so we aim to provide a flexible and supportive environment for our staff.

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, veteran’s status, colour, religion, disability, sexual orientation, and beliefs. 

For more information, please see our People and OD Strategy 2026