Subject Access Clerical Officer | Mid Cheshire Hospitals NHS Foundation Trust

Subject Access Clerical Officer | Mid Cheshire Hospitals NHS Foundation Trust

Employer: Mid Cheshire Hospitals NHS Foundation Trust

Location: Crewe, CW1 4QJ

Pay: Salary not specified

Contract Type: Permanent

Hours: Full time

Disability Confident: No

Closing Date: 02/07/2026

We are seeking a highly organised and detail-oriented Subject Access Clerical Officer to join our busy Subject Access Team.

This role is essential in ensuring that requests for access to medical records are handled efficiently, accurately and in full compliance with relevant legislation.

You will play a vital role in supporting patients, external agencies and healthcare professionals by facilitating the safe and timely release of information.

• Has excellent organisational and administrative skills
• Possesses strong communication skills, both written and verbal
• Can work accurately under pressure and meet deadlines
• Demonstrates attention to detail and a high level of confidentiality
• Has experience working with sensitive information, ideally within a healthcare setting
• Has basic knowledge of data protection principles (GDPR awareness desirable)
• Is a team player and can work independently

• Provide administrative support to the Subject Access team
• Handle telephone and email enquiries from internal and external contacts regarding access to medical information
• Liaise with a wide range of stakeholders including healthcare staff, patients, relatives, police, local authorities, solicitors and other NHS organisations
• Support the verification and processing of Subject Access Requests (SARs) ensuring compliance with statutory requirements
• Maintain a basic understanding of GDPR and the Access to Health Records Act 1990, ensuring safe and lawful handling of information requests
• Retrieve medical records and diagnostic images (e.g. X-rays) in support of access requests
• Undertake accurate data entry on Trust systems and maintain up-to-date records
• Prepare and send correspondence, including letters and responses to enquiries via telephone, email or post
• Carry out photocopying, scanning and extraction of digital records to support SAR applications
• Assist in reviewing completed requests prior to release to ensure legal and quality standards are met
• Perform daily postal duties including collection, sorting and preparation of outgoing mail
• Contribute to the Trust’s ongoing digital transformation initiatives
• Support and guide new or less experienced colleagues where required
• Undertake any other duties appropriate to the role within the Subject Access team

Mid Cheshire Hospitals NHS Foundation Trust provides comprehensive hospital and community services for East Cheshire (population 399K) and West Cheshire and Chester (population 357K). Our services include planned and unplanned/emergency care, cardiac and critical care, child health, maternity and intermediate care across Leighton Hospital in Crewe, Victoria Infirmary in Northwich and Elmhurst Intermediate Care Centre in Winsford.

• Good organisational, interpersonal and telephone skills
• High level of accuracy and eye for detail
• Ability to work under pressure, prioritise workload and meet tight deadlines
• Good computer skills in word processing, email, system use, scanning and photocopying
• Strong communication and relationship skills; able to converse with patients, solicitors and a wide range of staff
• Strong analytical and judgement skills to review information sources and advise on alternative sources when necessary
• Planning and organisational skills to manage daily workload and respond to urgent requests such as police or court requests
• Understanding of the impact of re‑adjusting planned tasks on service standards
• Ability to advise line manager when deadlines risk being missed
• Experience of providing clinical information to patients and clients in accordance with GDPR and Trust policies

Compliance with GDPR, the Access to Health Records Act 1990 and Trust policies ensures safe and lawful handling of information requests.