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Job summary

Main area
Admin
Grade
Band 4
Contract
Fixed term: 6 months (FTC 31.3.2027)
Hours
Part time - 30 hours per week (8-4pm/9-5pm - days negotiable)
Job ref
364-B-489
Employer
Essex Partnership University NHS Foundation Trust
Employer type
NHS
Site
Basildon Mental Health Unit
Town
Basildon
Salary
£28,392 - £31,157 per annum pro rota
Salary period
Yearly
Closing
20/10/2026 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

Subject Access Records Co-Ordinator

Band 4

Please be aware that, due to current allocation constraints, Certificates of Sponsorship (CoS) are being prioritised for registered roles at this time.

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk. 

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive. 

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years. 

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.  

Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.

Job overview

To support the delivery of the Trust’s obligations under the Data Protection Act 2018, Access to Records Act 1990 and UK GDPR by managing and responding to Subject Access Requests (SARs). The post holder will ensure requests for personal data are handled within statutory timeframes, that disclosures are lawful, and that third-party confidentiality is protected.

The role involves close liaison with clinical and non-clinical staff, patients, and external agencies, ensuring high standards of accuracy, confidentiality, and professionalism.

The post holder will be responsible for organising responses to all allocated Subject Access Requests received by the Trust, preparing and checking the release of medical records and any other documentation that may be required.

Receive and process highly complex requests for Access to Health Records from patients, staff, and external representatives in line with statutory requirements, ensuring this information is dealt with in an efficient and timely manner within the legal timescales and ensuring confidentiality is maintained at all times.

Responsible for the interpretation of all requests received, including court orders, to ensure that the Trust only release the records requested.

 

Main duties of the job

Receive and process highly complex requests for Access to Health Records from patients, staff, and external representatives in line with statutory requirements, ensuring this information is dealt with in an efficient and timely manner within the legal timescales and ensuring confidentiality is maintained at all times.

To be responsible for managing the timescales for subject access requests, ensuring they are completed within the allocated time and avoid breaches.
Maintain the departmental e-mail account to ensure that all requests received electronically are allocated/actioned accordingly, having a full understanding of the requirements of the request.

Maintaining the Portal, uploading documents and updating information when requested.

Review and redact records appropriately to protect third-party and sensitive information.

Working for our organisation

Valuing you. Recognising your dedication. At EPUT, we look after you. 

  • Receive supervision and support to help you fulfil your potential.
  • Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
  • If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.

Benefits

  • 27 days holiday, plus bank holidays, rising to 33 days after 10 years’ service.
  • Excellent pension of up to 14.5% of your pensionable pay.
  • Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
  • £8K relocation package if you move to Essex to join us
  • Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

  • Job share: Applications for job shares are welcomed.

Detailed job description and main responsibilities

The role involves close liaison with clinical and non-clinical staff, patients, and external agencies, ensuring high standards of accuracy, confidentiality, and professionalism.

Using excellent communication skills, the postholder will act as the source of specialist knowledge on the requirements under current legislation, providing support and, complex advice to managers within the organisation, and also to patients and/or relatives, ensuring the Trust fully complies with relevant policies and legislation when releasing records.

Maintaining the Portal, uploading documents and updating information when requested.

Review and redact records appropriately to protect third-party and sensitive information.

Person specification

Education/Qualifications

Essential criteria
  • • IT Skills
  • • Good written and spoken English
Desirable criteria
  • • Qualification in Information Governance, Data Protection, Records Management, or related field.

Knowledge

Essential criteria
  • • Experience working with confidential or sensitive records in an administrative or governance role
  • • Ability to work under pressure and to deadlines using a methodical, organised approach to work

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyMenopause Friendly EmployerPositive about disabled peopleAge positiveDisability confident leaderImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Essex Family Friendly Employers

Documents to download

Apply online now

Further details / informal visits contact

Name
Elias Petais
Job title
Clinical Coding & Scrutiny Manager
Email address
[email protected]
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