Health Records Team Leader/Officer

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Please see below for the detailed job description of the role.

As a successful candidate, you will be working within the Disclosures Team, providing medical records and information in response to over 5000 subject access requests (SARs) per year. You will work within a small team to ensure the Trust meets its statutory requirements and the deadlines of the Data Protection legislation. You will report to the Senior Information Governance Officer and the Head of Information Governance.

University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.

Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast.

We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information.

At UHS, we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.

At UHS, we proudly champion individuality, recognising that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.

The Disclosures Team is a small team based at SGH. They handle the majority of requests for patient information and medical records. The team receives 5000+ requests per year from patients, families, solicitors, police and many others and the team must respond within one calendar month. Initially, you will be responsible for administration duties such as answering the telephone and taking messages, managing the team's email account, assigning new cases to the team, undertaking ID verification, and forwarding the requests to other departments (Legal, Radiology, HEMS, Security) who also need to provide patient records.

You will be taught to download patient information from 15+ clinical systems and to use the Trust's secure portal. Requests which involve police, safeguarding, psychiatry and psychology notes must be handled sensitively, ensuring the 'serious harm test' is not met. You will be taught to redact information from the records as required.

We are looking for someone who can:
+ Work as part of a small team

• Organise your workload to meet statutory deadlines and individual/team targets

• Adhere to principles of confidentiality and privacy

• Work independently using their computer skills to send emails, download/upload information, collate and redact information.

• Take initiative to resolve problems as they occur, escalating to senior IG Officer or Head of IG as appropriate.