Job summary
- Main area
- Bank Subject Access Request Administrator
- Grade
- Band 3
- Contract
- Bank
- Hours
- Flexible working
- Job ref
- 318-26-BSARA
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Gloucestershire Hospitals NHS Foundation Trust
- Town
- Gloucester
- Salary
- £25,760 - £27,476 (pa, pro rata if part-time)
- Salary period
- Yearly
- Closing
- 14/07/2026 23:59
Employer heading
Bank Subject Access Request Administrator
Band 3
At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.
With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.
We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.
We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.
Be part of Gloucestershire Hospitals, explore your future with us today.
Job overview
Gloucestershire Hospitals NHS Foundation Trust is looking for reliable and organised Bank staff to support our Subject Access Request service within Digital, Technology & Insights (DTI). This is an excellent opportunity to gain experience in a busy NHS information governance environment, helping ensure requests for access to health records are handled efficiently, confidentially and within statutory timescales.
Main duties of the job
Working as part of a supportive team, you will help coordinate and process Subject Access Requests, maintain accurate records and databases, check documentation, liaise with colleagues and requestors, and support the smooth running of the department. We are seeking candidates with demonstrable administrative experience, strong organisational skills, excellent written and verbal communication, and the ability to prioritise work accurately and sensitively. Previous healthcare experience and knowledge of hospital systems such as our Patient Admin System (TrakCare) would be helpful but are not essential.
Working for our organisation
In return, you will join the largest employer in Gloucestershire and contribute to a service that plays an important role in supporting patients, families, and professionals. Bank working offers flexibility, competitive NHS bank rates and the opportunity to build valuable skills in confidentiality, information governance and NHS administration. If you are professional, detail-focused and committed to delivering a timely and confidential service, we would welcome your application
Detailed job description and main responsibilities
PROCESSING ACCESS TO HEALTH RECORDS APPLICATIONS
1. Responsible within a team for co-ordinating and ensuring that all SARs are dealt with in an efficient and timely manner within the statutory timescales.
2.Creation, use and maintenance of databases/spreadsheets for logging of all SARs, ensuring accurate recording and clear and accessible audit trail of receipt and process of requests.
3.Responsible for processing all associated documentation regarding appropriateness of requests, authority to request, obtaining medical agreement to disclose, identification check of the requestor, and that these processes are consistent, transparent and compliant.
4.Responsible for checking requested information for content, accuracy, information of a sensitive nature, third party information, and that misfiled records are retrieved and replaced in correct records.
5.Ensure that processes are in place to retrieve records, make copies and disclose to requestor.
6.Where requests for deceased records do not meet legal criteria for disclosure, seek assistance of PALS team to assist the requestor.
7.Authorise release of records where appropriate, and where appropriate seek approval from line manager.
8. Ensure disclosure is made by protected electronic file transfer, secure post or other agree method.
9. Ensure correct storage, retention and disposal of all paperwork in accordance with the Data Protection Act 2018 and Trust policies.
10. Liaise with and meet requestors where they prefer to inspect records rather than obtain copies.
11. Liaise with the legal team where requests are received as part of a clinical negligence claim.
12. Responsible for producing figures and reports at request of the Head of Legal Services, for compliance purposes.
13. Ensure all telephone enquiries are dealt with in an efficient and confidential manner.
14. Ensure all paper records are processed and tracked in accordance with Trust policies.
15. To keep up to date with developments and service changes in relation to health records management, data protection requirements and other relevant law relating to disclosure.
16. To actively promote best practice within the service, and report any concerns to line manager.
17. To contribute to and support service planning and developments under the direction of the line manager.
GENERAL ADMINISTRATIVE DUTIES
- Assist with the maintenance of office equipment
- Assist with ordering of stationery supplies
- Assist with support of any junior colleagues, Bank and volunteer staff
- Assist with any other administrative duties to ensure the smooth running of the department
Person specification
Knowledge
Essential criteria
- Organisational skills and the ability to prioritise own work
- Excellent verbal and written communication skills
- Working knowledge of Microsoft Office Programmes including: Outlook and Excel (basic)
Desirable criteria
- Knowledge of other hospital systems desirable including: Trak
Experience
Essential criteria
- Demonstrable experience of working in an administrative role
Desirable criteria
- Experience of working in a health care environment is desirable
Personal Attributes
Essential criteria
- Ability to work as part of a team and on own initiative to set timescales
- Be focused on the need to provide timely responses to meet statutory deadlines and to take appropriate actions to foresee and mitigate delay
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Craig Atkinson
- Job title
- Governance & Business Lead
- Email address
- [email protected]
- Telephone number
- 07977 021 213
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