Job summary
- Main area
- 317 Subject Access Records
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday-Friday)
- Job ref
- 317-2026-39-21-DR
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Regent Point
- Town
- 317 Regent Point
- Salary
- £25,272 per annum
- Salary period
- Yearly
- Closing
- 11/10/2026 23:59
- Interview date
- 22/10/2026
Employer heading
Subject Access Request Administrator
Band 2
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.
With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, we’re in the top five providers of specialised health services in the country.
As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job overview
We are seeking to recruit an enthusiastic, highly motivated and organised Subject Access Request Administrator to join our department. The successful candidate will be responsible for providing day-to-day administrative services in relation to the disclosure of information, working within a fast-paced environment where accuracy, attention to detail and excellent organisational skills are essential.
The successful candidate will be able to demonstrate excellent communication and interpersonal skills, providing support and assistance to members of the public, patients, staff and other organisations in relation to information disclosure. You will act as a key point of contact for enquiries, ensuring a professional, responsive and customer-focused service is delivered at all times.
We require a conscientious individual with the ability to prioritise and organise a varied workload, providing a timely and accurate service whilst working to statutory deadlines and managing competing and challenging priorities. The ability to work both independently and as part of a team, whilst maintaining confidentiality and handling sensitive information appropriately, is essential.
This is an excellent opportunity for an individual with strong administrative skills, a keen eye for detail, and a commitment to delivering high-quality services to patients, service users and colleagues.
Main duties of the job
- Assist in the processing of approximately 10,000 information disclosure requests each year from patients and third parties
- Support the provision of a comprehensive disclosure service, ensuring information is provided in a timely and accurate manner
- Receive and respond to telephone calls, emails and other enquiries from patients, members of the public, staff and external organisations
- Maintain accurate records and databases to support the disclosure process
- Liaise with departments across the Trust to obtain information required to fulfil requests
- Prioritise and organise workload to ensure deadlines are met and service standards are maintained
- Ensure confidential information is handled appropriately and in line with Trust policies and procedures
Working for our organisation
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
With around 2 million contacts with patients every year, we deliver care from:
- Royal Victoria Infirmary (RVI)
- Freeman Hospital
- Newcastle Dental Hospital
- Cramlington Manor Walks
- Urgent treatment centres
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed job description and main responsibilities
The post holder will be part of the Subject Access Request Team, supporting the delivery of a high-quality and efficient records request service.
Key responsibilities include:
- Processing requests for records and ensuring they are completed within agreed timescales.
- Logging requests on relevant electronic systems and maintaining accurate records.
- Responding to telephone calls, emails and queries from patients, staff and external organisations.
- Locating, tracking and retrieving records required to fulfil requests.
- Reproducing and preparing records for disclosure where required.
- Ensuring confidential information is handled securely and in accordance with Trust policies and procedures.
- Supporting the team to deliver an efficient, accurate and customer-focused service.
- Interview Date 22 October 2026
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
NO AGENCIES PLEASE
Person specification
Qualifications & Education
Essential criteria
- NVQ Level 2 in appropriate subject or equivalent experience
Desirable criteria
- Microsoft Office Skills Training (MOST) qualification or IT qualification
Knowledge & Experience
Essential criteria
- Understanding of confidentiality issues
- Previous clerical experience
- Experience of proof reading with good attention to detail and accuracy
Desirable criteria
- Previous experience working in a Subject Access Request or Health Records Team
- Knowledge of the Trusts Electronic patient records system
- Telephone experience
- Experience using a photocopier
- Knowledge of Patient Administration System (PAS)
- Knowledge of GDPR/ Data Protection Act
- Knowledge of NHS policies and procedures
Skills & Abilities
Essential criteria
- Telephone skills
- Ability to understand and collect data from a diverse variety of internal IT systems
- Ability to work effectively as part of a multidisciplinary team
- Good Literacy and Numeracy Skills
Documents to download
Further details / informal visits contact
- Name
- Kerri Klitzke
- Job title
- Subject Access Request Team
- Email address
- [email protected]
- Telephone number
- 01912137783
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