Subject Access/Data Protection Assistant

This role is responsible for supporting the Subject Access and Data Protection Administrator on a day-to-day basis ensuring that the service meets all statutory deadlines. Receiving correspondence from solicitors, patients, staff other NHS Organisations and ensuring that the trusts requirements in terms of data protection are met. The role will act as Deputy to the Subject Access and Data Protection Administrator in their absence.

Main duties of the job

Administrative Responsibilities

Responsible for logging, managing and responding to all data subject access requests.

Ensure that the subject access log is accurate and up-to-date to support any internal audit requirements.

Ensure that any requests that may include litigation are correctly routed to the Claims Department.

Review the public facing website related to subject access requests and ensure that information is accurate and in-line with current legislation.

Ensure that the subject access request folder containing patient requests follows the retention schedule and securely delete files that extend beyond the stated retention period, logging what data is deleted.

Monitor compliance with legal timescales for subject access requests, escalating to the Information Governance Manager responsible or the Head of Information Governance/DPO when a deadline is likely to be breached and/or requesting of extensions where the deadline is likely to be breached.

Manage the subject access mailbox, providing responses to requests and escalating queries to the Subject Access and Data Protection Administrator, Information Governance Manager and/or Head of Information Governance as appropriate.

Responsibility for updating letters/templates (as and when required) relating to subject access correspondence.

Secure collection, scanning and return of relevant paper files required for requests.

• Good general level of education up to 'A' Level standard or equivalent, * Knowledge of DPA acquired through training or experience
• Ability to work under own initiative and as part of the wider information governance team
• Excellent keyboard skills
• Competent in PC packages, Microsoft Word, Excel, Outlook
• Methodical, analytical and organised
• Ability to meet deadlines and work under constant pressure

Desirable

• Knowledge of the NHS Records Management Code of Practice and knowledge of the British and National standards for Records Management

Experience

Essential

• Experience of demonstrating work practices and procedures to new and existing members of a small team
• Experience of working in an administrative function
• Experience of collating, logging and reporting information using advanced computer literacy skills
• Experience of dealing with colleagues to ensure information is provided on time and accurately

Desirable

• NHS
• Experience of working within a medical records/ or other hospital environment

Person Specification

Education & Qualifications

Essential

• Good general level of education up to 'A' Level standard or equivalent

Desirable

• Certificate in GDPR/Data Protection Act 2018 (or willing to work towards), * Knowledge of DPA acquired through training or experience
• Ability to work under own initiative and as part of the wider information governance team
• Excellent keyboard skills
• Competent in PC packages, Microsoft Word, Excel, Outlook
• Methodical, analytical and organised
• Ability to meet deadlines and work under constant pressure

Desirable

• Knowledge of the NHS Records Management Code of Practice and knowledge of the British and National standards for Records Management

Experience

Essential

• Experience of demonstrating work practices and procedures to new and existing members of a small team
• Experience of working in an administrative function
• Experience of collating, logging and reporting information using advanced computer literacy skills
• Experience of dealing with colleagues to ensure information is provided on time and accurately

Desirable

• NHS
• Experience of working within a medical records/ or other hospital environment

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.

Wye Valley NHS Trust is a member of an NHS Foundation Group with South WarwickshireUniversity NHS FT, George Eliot Hospital NHS Trust and Worcestershire Acute NHS Hospitals Trust. Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye. We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care wed want for our family and friends. More than 3,000 people work for the Trust they tell us its a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire. We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential. Russell Hardy, Trust Chairman: 'The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential.' Our values -Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time.