Disclosure Team Coordinator @ Hampshire Hospitals NHS Foundation Trust

Job summary

Looking for a role where no two days are the same?

Join our busy Disclosure Team and help coordinate requests for information from patients, staff, solicitors, the police and other authorised organisations. You will play an important role in ensuring information is provided securely, accurately and within legal timescales, while supporting and coordinating the smooth day-to-day running of the service.

Working closely with the Disclosure Manager and wider team, you will coordinate workloads, monitor deadlines, support complex cases and help ensure high-quality disclosures across the Trust. This is an excellent opportunity to develop experience in information governance, data protection and disclosure services while working on a wide range of interesting and sensitive cases.

If you're organised, detail-focused and enjoy problem-solving in a fast-paced environment, we'd love to hear from you.

Main duties of the job

The Disclosure Team is responsible for responding to information requests from patients, representatives, staff, members of the public, solicitors, the police and other authorised agencies, in accordance with relevant legislation and statutory timescales.

The post holder will provide day-to-day supervision of the Disclosure Officers and Disclosure Support Staff, reporting to the Disclosure Manager. They will allocate and monitor the work of the Disclosure Officers and Disclosure Support Staff. The Disclosure Team Coordinator will support the Disclosure Officers in the handling of complex disclosure requests, proactively identifying and escalating high-risk cases to the Disclosure Manager.

The post holder will assist the Disclosure Manager in the coordination, review and progression of staff subject access requests, ensuring that sensitive employment and personal information is handled carefully, accurately and in accordance with relevant legislation, Trust procedures and agreed timescales.

About us

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

Your Next Career Move Made Easier

We understand relocating can be a big step. Hampshire Hospitals may be able to provide accommodation options for successful candidates, depending on availability. If this something you would like to explore please contact Southern Housing on 02080 360017

Job description

Job responsibilities

• Provide day-to-day supervision and support to Disclosure Officers and Disclosure Support Staff, promoting a supportive and accountable team culture.
• Assist the Disclosure Manager with staff subject access requests, including coordinating information gathering, checking records, identifying sensitivities or exemptions, and ensuring requests are progressed in line with statutory timescales.
• Allocate, prioritise and monitor the Disclosure Officers and Disclosure Support Staffs caseload, ensuring urgent, complex, overdue and high-risk requests are identified and escalated appropriately.
• Maintain oversight of statutory deadlines and service performance, taking corrective action and escalating risks, capacity concerns, and backlogs to the Disclosure Manager.
• Ensure an accurate central record of requests, correspondence, decisions, identity checks, consent or authority, disclosures and exemptions are maintained in line with standard operating procedures.
• Oversee the secure retrieval, tracking, preparation, review, redaction and disclosure of health records and other information, checking that the correct and complete information is released to the correct requester.
• Provide advice and quality checking in line with agreed procedures on subject access requests, requests from representatives, solicitors, the police and other agencies, seeking advice from the Disclosure Manager or relevant specialist where necessary.
• Undertake or coordinate quality checks on disclosures, including complex records, third-party information, exemptions and cases with potential legal, regulatory or reputational risk.
• Support the Disclosure Manager with incident management, complaints, internal reviews, information governance concerns and responses to enquiries from senior colleagues or external bodies.
• Contribute to the maintenance and consistent use of procedures, checklists, templates and guidance to support consistent and efficient working.
• Produce and review workload and performance information, identify themes and improvement opportunities, and contribute to service planning..
• Ensure sensitive information is handled securely and confidentiality at all times, in accordance with relevant legislation, professional guidance and Trust policies.

Person Specification

Training and qualifications

Essential

• Educated to Diploma level (Level 3 or equivalent) in Business Administration, Information Governance, Health Records Management, or a related subject, or equivalent knowledge and experience gained through relevant training and practical experience.
• A good standard of general education, including English and Mathematics at GCSE grade C/4 or above, or equivalent.
• IT literate, with the ability to use Microsoft Office and electronic record or case management systems.
• Willing to undertake further training relevant to information governance and data protection

Desirable

• Relevant qualification or formal training in Data Protection, Information Governance, Health Records Management or a related field.

Experience and knowledge

Essential

• Able to demonstrate experience of administration in a deadline-driven environment.
• Experience of supporting or processing subject access requests, including requests involving staff, sensitive employment information or high-risk confidentiality considerations.
• Able to demonstrate knowledge and practical understanding of confidentiality, data protection and subject access rights.
• Experience of managing competing priorities, monitoring work and maintaining accurate records.
• Experience of supporting, supervising or coordinating the work of others.
• Experience of handling sensitive information and communicating with service users or members of the public.

Desirable

• Experience of working in a healthcare, health records, information governance or disclosure service.
• Experience of quality checking, redaction or preparing information for disclosure.
• Experience of managing complaints, incidents, complex cases or service backlogs.

Skills & ability

Essential

• Able to support, guide, and encourage team members in a fair, inclusive and approachable manner.
• Excellent organisational skills, with the ability to allocate work, prioritise urgent cases and meet statutory deadlines.
• Methodical and accurate approach with excellent attention to detail.
• Ability to exercise judgement, solve problems and recognise when a matter must be escalated.
• Excellent written and verbal communication skills, including the ability to explain sensitive or complex information clearly.
• Ability to analyse workload or performance information and identify risks and improvements.
• Confident using digital systems and able to learn new applications.

Desirable

• Ability to deliver training, coaching or presentations.
• Understanding of the role of health records and disclosure services within an acute hospital.

Other role specific requirements

Essential

• Able to maintain confidentiality and demonstrate integrity when handling sensitive personal and clinical information.
• Flexible and able to respond to service pressures and changing priorities.
• Willing and able to travel between Trust sites when required.
• Able to undertake the physical handling of paper health records where required, with appropriate support and equipment.
• Committed to the Trust values, equality, inclusion and continuous improvement.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Hampshire Hospitals NHS Foundation Trust

Address

Basingstoke & North Hampshire Hospital

Aldermaston Road

Basingstoke

RG249NA

United Kingdom

Employer's website

https://www.hampshirehospitals.nhs.uk/ (Opens in a new tab)