About this role
Job summary
We'reexcited to offer this opportunity within our Admin & Clerical workforce.
As part of our newTransfer Window process,we'remaking it easier for colleagues to move into roles where their skills are needed most. This approach helps us fill vacancies quickly and supports career development across the Trust.
Eligibility
Only UHD colleagues who hold a substantive contract (permanent orfixed-term) and whose current role is within the Admin & Clerical staff group are eligible to express interest in the Transfer Window and be considered for this role.
How to apply:Pleasedo not apply via Trac. Instead, complete theExpression of Interest (EOI) formusing this link -Transfer Window Form - Fill in form. The form includes a short skills assessment to help us match your experience to the role.
Are you highly organised, calm under pressure and passionate about supporting patients and staff through accurate and timely information handling? Join our dedicated Medico-Legal Team at University Hospitals Dorset and play a vital role in ensuring the safe, lawful release of personal information.
Interview Date: 22nd of June
Main duties of the job
As aMedico-Legal Officer, you will be part of a centralised team responsible for managing Subject Access Requests and supporting the lawful disclosure of records to patients, solicitors, police, and other authorised bodies. You will help ensure the Trust meets its statutory obligations under theUK GDPR, Data Protection Act 2018, and Access to Health Records Act 1990.
This is a varied and rewarding administrative role where accuracy, empathy and professionalism are essential.
About us
UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview.
If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.
UHD has active networks including Women's, BAME, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.
AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process.
Job description Job responsibilities
Processing and coordinating Subject Access Requests, ensuring timely and compliant disclosure of medical records. Communicating directly with patients, relatives, solicitors, GPs, police, safeguarding teams, and internal colleagues. Using various IT systems to locate physical and scanned records and flag issues such as missing or misscanned documents. Managing incoming emails and mail, routine correspondence, and escalating complex cases where required. Maintaining accurate logs, databases and tracking information to ensure highquality data management. Providing nonclinical advice sensitively, including when patients or relatives may be distressed. Preparing documentation such as insurance forms, DWP forms and pension service paperwork. Upholding strict confidentiality, data protection standards, and departmental procedures. Were looking for someone who:
Is highly organised, with excellent attention to detail and strong administrative skills. Communicates clearly and professionally with a wide range of people. Can prioritise work effectively and use their own initiative within set boundaries. Remains calm, empathetic and respectful when dealing with sensitive or emotional situations. Has excellent IT skills and is confident learning new systems (training provided). Understands or is keen to learn about data protection, confidentiality and medical records processes.
Person Specification
Education Essential
Educated to GCSE level (or equivalent experience) Demonstrably good level of literacy and numeracy OCR/RSA III typing/word processing or equivalent
Desirable
Knowledge or previous training within Information Governance and/or Data Protection legislation
Experience Essential
Administrative/Clerical experience Experience using Microsoft Office software (Outlook, Word, Excel, etc.) Effective communicator with both internal and external stakeholders Managing and prioritising own workload Experience of working within strict legal guidelines and policies
Desirable
Experience working in a healthcare setting Experience of handling sensitive personal data Use of medical records systems Legal experience
Technical skills and competencies Essential
Good IT skills and level of computer literacy with particular emphasis on word processing, databases, internet and email Strong attention to detail Able to deal with a wide range of staff, patients and public in a polite and professional way Possess a willingness to learn as role requirement will change with legislative/system changes Ability to clearly articulate and explain key concepts related to the role
Desirable
Willingness to learn use of different IT systems Ability to multi-task
Knowledge Essential
Knowledge of legislation relating to Data Protection and data subjects' rights Awareness of Information Governance
Desirable
Awareness of NHS policies and procedures Knowledge of medical terminology
Other requirements specific to the role Essential
Understand the management of highly confidential information Use of display screen equipment continually most days Use of telephone Frequent periods of concentration
Desirable
Ability to travel between main hospital sites, as required
Personal attributes Essential
Open, responsive and positive attitude towards change Good verbal and written communication skills Able to work effectively within a team based across multiple sites to achieve compliance with request timescales. Ability to liaise with peers, external agencies and general public equally Deal sensitively with patients/family when required Willingness and ability to manage a fluctuating volume of workload - not easily flustered Willingness and awareness to ask for help if required
Desirable
Willingness to build knowledge and expertise
Language requirement Essential
Be able to speak English as necessary to undertake the role
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.
Employer details Employer name University Hospitals Dorset NHS Foundation Trust
Address Royal Bournemouth Hospital
Bournemouth
BH7 7DW
United Kingdom
Employer's website https://www.uhd.nhs.uk/careers (Opens in a new tab)