Job summary

We are looking for a motivated individual with excellent communication, interpersonal and organisational skills who is dedicated to working as part of our friendly team

The Access to Records team are responsible for delivering the complete Access to Records Service in accordance with the legal requirements as defined in the General Data Protection Regulations (2018) and the Health Records Act. Requests may be received from individual patients, Coroners, Courts, Review Panels, Solicitors, Police, Local Authorities and external organisations

You will deal with access to records requests ensuring compliance with national legislation and local policies, including managing requests in an efficient and appropriate manner and within set deadlines

Access to Records Administrators provide copies of health records to individual patients, Coroners, Courts, Review Panels, Solicitors, Police, Local Authorities, other NHS Providers and external organisations when appropriate and legal to do so

You will ensure that all relevant checks have been undertaken and that applicants have appropriate authority and consent to access records. All copies of records will be accurate, legible, complete and provided in the format that they were requested and you will be based in one of the Trusts Access to Records Departments.

Main duties of the job

Provide relevant support to Access to Records staff in listening, helping and assisting patients sensitively who may be bereaved or dealing with complex family situations.

To ensure requester's are kept fully informed of, response times and potential delays in providing information.

Deal with telephone requests and queries from other departments in a prompt and courteous manner.

To ensure all service users are dealt with in a positive and professional manner, using judgement and discretion when necessary.

To ensure consultant or clinical lead is contacted when a request demands such appropriate action.

Work within Trust policies and procedures to manage Access to Records requests within agreed GDPR timescales.

To ensure that relevant and accurate information is obtained for the requester, which may include information from the Patient Administration System, Accident and Emergency System, Manual Health Records and/or X-Rays.

Once approval has been received from all relevant parties ensure that the information required is made available in a timely manner and sent securely to the requester.

Ensure that all health records are correctly tracked using the electronic case note tracking system and liaise with departments that fail to comply.

To carry out intensive searches for notes that are missing or has been misfiled in the Health Records Centre.

About us

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust

Details

Date posted

17 September 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 a year Per Annum (Pro Rata for Part Time)

Contract

Permanent

Working pattern

Full-time

Reference number

390-BR-COR-5857

Job locations

Broomfield

Court Road

Chelmsford

CM1 7ET

United Kingdom

Job description

Job responsibilities

For more information on this varied and rewarding role, please see the attached Job Description.We look forward to your application!Please be aware that we reserve the right to close the vacancy early should a high number of applications be received.Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.

Job description Job responsibilities For more information on this varied and rewarding role, please see the attached Job Description.We look forward to your application!Please be aware that we reserve the right to close the vacancy early should a high number of applications be received.Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.

Person Specification

GDPR and Access to Records Knowledge

Desirable

• oKnowledge of GDPR/Data Protection Act oAccess to Health Records Act knowledge oInformation Governance experience oExperience handling confidential information oUnderstanding of consent, authority, and lawful disclosure

Administrative Experience and Organisation

Desirable

• oManaging complex workloads oWorking to deadlines oCase management oAccurate record keeping oManaging requests from receipt to completion oExperience in administrative, health records, or legal settings

Communication and Customer Service Skills

Desirable

• oTelephone communication oWritten communication oDealing with difficult situations oManaging expectations oWorking with patients and stakeholders oCompassionate communication

NHS Experience

Desirable

• oNHS employment history oKnowledge of NHS systems oUnderstanding of patient records oMedical records experience oInformation governance within healthcare

IT Skills

Essential

• oMicrosoft Excel oWord oOutlook oElectronic document management systems oDatabase systems oScanning and digitisation

Working Independently and Problem Solving

Desirable

• oTaking ownership oPrioritising workload oDecision making oWorking without close supervision oEscalating issues appropriately

Personal Attributes and Values

Essential

• oReliability oProfessionalism oMotivation oAdaptability oTeam working oSupportive behaviour oAlignment with MSE values (Excellent, Compassionate, Respectful)

Person Specification GDPR and Access to Records Knowledge Desirable oKnowledge of GDPR/Data Protection Act oAccess to Health Records Act knowledge oInformation Governance experience oExperience handling confidential information oUnderstanding of consent, authority, and lawful disclosure Administrative Experience and Organisation Desirable oManaging complex workloads oWorking to deadlines oCase management oAccurate record keeping oManaging requests from receipt to completion oExperience in administrative, health records, or legal settings Communication and Customer Service Skills Desirable oTelephone communication oWritten communication oDealing with difficult situations oManaging expectations oWorking with patients and stakeholders oCompassionate communication NHS Experience Desirable oNHS employment history oKnowledge of NHS systems oUnderstanding of patient records oMedical records experience oInformation governance within healthcare IT Skills Essential oMicrosoft Excel oWord oOutlook oElectronic document management systems oDatabase systems oScanning and digitisation Working Independently and Problem Solving Desirable oTaking ownership oPrioritising workload oDecision making oWorking without close supervision oEscalating issues appropriately Personal Attributes and Values Essential oReliability oProfessionalism oMotivation oAdaptability oTeam working oSupportive behaviour oAlignment with MSE values (Excellent, Compassionate, Respectful)

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

Mid and South Essex NHS Foundation Trust

Address

Broomfield

Court Road

Chelmsford

CM1 7ET

United Kingdom

Employer's website

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

Employer details

Employer name

Mid and South Essex NHS Foundation Trust

Address

Broomfield

Court Road

Chelmsford

CM1 7ET

United Kingdom

Employer's website

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