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Detailed job description and main responsibilities

KEY DUTIES

• To ensure the efficient running of the Access Team in compliance with Caldicott guidance and Data Protection, whilst facilitating the safe, confidential, and secure storage and transmission of personal data in line with Trust Management policies.
• Can plan and organise own workload, and to be operationally responsible for providing the administration of a patient focussed service in a professional and timely manner, ensuring work is prioritised in the face of competing demands by level of importance and urgency, whilst adhering to National and Trust policies and targets relating to Subject Access Requests (Rights of Access) and other Individual Rights.
• Responsible for accurately recording all requests onto the Trust Database system in a timely manner.
• Responsible for ensuring mechanisms are in place to retrieve and copy records.
• Liaise with multi-disciplinary staff and external agencies where the need arises regarding appropriates disclosures and in-line with Trust policies and procedures.
• To have good working relationships with Information Governance and the Trust Legal Team.
• Undertake administrative requirements of the role which include photocopying and general office duties. 
• To ensure ID verification and validation of consent to ensure safe release of documentation.
• Ensure all face-to-face, telephone and E-mail are dealt with in a comprehensive, efficient and confidential manner.
• Ensure that all paper records are processed and tracked in accordance with Trust policies and procedures.
• To keep up to date with new developments and service changes in relation to Clinical Records, Data Protection and Health Records Management.
• Undertake annual Information Governance training and additional if required by the Data Security and Protection Toolkit.
• Compliance with the Data Protection Act 2018 and Information Governance.
• Compliance with the Deceased Access to Health Records Act.
• Liaise with applicants prior to preparing their records on receipt of completed Application Form, in terms of what information they require.
• Explain the process to applicants (patients, relatives, external agencies) and support them through it.
• Where required, supervise patient and / or relative applicant as they go through their records and answer questions and concerns raised by the applicant.
• Collaboration with Patient Experience and Complaints Department, Information Governance and any other Department when necessary, in responding to complaint requests etc.
• Would be required to assist with the training of new staff within the boundaries of own skills and knowledge gained by working within the area.
• Liaise with Police and / or Social Services and any other external body.
• Ensure all responses are issued within the Trusts requirement to meet legal timeframes.
• Provide advice to departments across the Trust re Access to information processes.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Adhere to relevant Code of Practice of Professional body where relevant.

ADMINISTRATIVE RESPONSIBILITIES

• Full range of office administrative duties.

TEACHING & TRAINING RESPONSIBILITIES

• Participate in the induction of new staff, provide mentoring and to participate in educating others about the role of the Access team.

LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES

• Ability to effectively monitor own and service’s performance.