Access to Records Administrator

Access to Records Administrator

Norfolk Community Health and Care NHS Trust

Closing date: 01 March 2026

To support the effective day-to-day delivery of the Access to Records function within the Information Governance Team by managing statutory and regulatory information request processes. This includes the coordination and completion of Subject Access Requests (SARs) and related disclosure activities, ensuring compliance with all relevant legislation and organisational policies.

The role also supports wider governance functions, including Freedom of Information (FOI) requests, Injury Cost Recovery and Records Management, to ensure consistent, lawful and timely handling of all information governance responsibilities.

In this fast-paced and detail-driven role, you will be at the heart of our Access to Records service – coordinating and processing Subject Access Requests with accuracy, sensitivity, and a strong commitment to confidentiality. You’ll support statutory information requests from start to finish, working closely with clinical and corporate teams to gather, review and prepare records for safe and lawful disclosure.

Additionally, you will provide wider support to the Information Governance function, assisting with FOI requests, Injury Cost Recovery, and Records Management activities.

• To undertake tasks which follow standard processes with the occasional need to deviate for Subject Access Requests (SARs) and Freedom of Information (FOI) Requests, as well as respond to Information Governance (IG) queries, Records Management requests and functions and/or queries relating to both health and corporate records in a timely manner (within legal compliance window ensuring no breaches occur)
• To liaise with the company solicitors to gain advice and guidance as directed by the Information Governance Manager and the Head of Governance amending internal processes where appropriate post receipt of advice
• To provide accurate, appropriate and timely information about Trust services and non-clinical advice to patients, relatives and careers and if necessary, refer people on.
• To provide administrative support and cover for the Governance team which will include communication with individuals from other organisations, other NHS organisation and NCH&C staff at a high level, provide clear information and guidance, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
• Archiving and destruction of confidential documents as per local and standard NHS guidance on retention.
• Have responsibility for ordering on the Oracle system for the whole directorate as requested ensuring the items are received and receipted off in a timely manner.
• Using a range of software programmes together with infrequent audio-typing to produce, maintain and distribute documents, including reports, spread sheets, databases and presentations, which may include dealing with matters of a complex and/or distressing nature to meet the directorates monthly contractual reporting schedule
• Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents.
• Setting up and maintaining comprehensive, confidential records and filing system ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
• To deal with and respond to straightforward correspondence on behalf of the Governance team
• To provide detailed guidance and specialist advice on governance related queries from both internal staff members as well as members of the public. This will involve the analysis of facts or situations. Escalating these where necessary whilst supporting the Subject Matter Expert to resolve the issue.
• Undertake audits to review/test the effectiveness of procedures in own work area and highlight areas where service improvements could be made.
• To implement, review and maintain standard operating procedures.
• To assist in the development of policies and documents in line with legislation, ensuring the Trust remains compliant and up-to-date at all times.
• To be a key point of contact on all matters relating to records lifecycle management for both clinical and corporate records (including: creation, naming, filing, storing, referencing, tracking, retention and destruction in line with nationally set schedules).
• To ensure the relevant sections of the Governance team pages on both the internal intranet and external website are kept up to date and accurate. To elevate where appropriate, information that is out of date to managers and their teams.
• Ensure public information leaflets are available and up-to-date, informing the public of their legislative rights and the Trusts procedures.
• To be responsible for receipt, acknowledgement and banking of incomes received.
• With no direction or involvement from the line manager, record and respond to initial requests whilst…