Job summaryWe are excited to be recruiting to our 'Request for Information' (RFI) Officer role that requires a trustworthy, organised and diligent person to carry out tasks of a very confidential nature. The successful candidate will be a committed team player, with an eye for detail and a love of computer systems. You may already have experience and knowledge of Subject Access Requests (SAR) and/or Freedom for Information (FOI)requests or Medical Records in a health care setting, although this is not essential as training will be provided by a very experience team. We are looking to find a motivated and professional administrator who will undertake a supervisory position across the RFI workstream for both Northampton and Kettering General Hospitals. Regular supervision and training will be provided and you will be encouraged to undertake any training relevant to your professional and personal development.Main duties of the jobTo take a supervisory role in the day-to-day running of the RFI team and supporting the RFI Team Leader to;co-ordinate access requests for the Group, liaising with multiple stakeholderscommunicate with consultants, their secretaries and all departments and wards across the Group on complex and sensitive situations or information, to ensure that requests are managed in a timely and effective manner.supervise the RFI team and manage the daily activities of the access team ensuring the provision of on the job training to staff in the access office and ensuring access requests are processed in a timely manner in line with the Data Protection Act (DPA), Access To Health Records Act and General Data Protection Regulation (GDPR) Freedom of Information (FOI) Act.About usKettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire. Our Excellence Values: Compassion Respect Integrity Courageous Accountable Kettering General Hospital is a defence positive trust, supporting veterans, reservists, spouses and their partners, and cadet armed forces volunteers, utilising their unique skills and experiences within the hospital workforce. We provide exceptional support to our employees who serve as reservists, ensuring they can balance their civilian and military responsibilities effectively.Job descriptionJob responsibilitiesTo be competent in working on all types of request, across all areas of the RFI office, maintaining a high standard of work on requests assigned to you and others.To be expert in the use of the patient administration system and all other core systems that hold medical records and the downloading of records appropriate to various requestsTaking the lead to learn and then support the access clerks with the use of new software programmes and processes.Teach and support new starters to the teamBe the main point of contact for problems arising with access requestsBe responsible for the day to day running of access requests, ensuring that statutory deadlines are met. Including timetabling tasks as necessaryProcess requests from all outside agencies including the police, courts, local authority safe-guarding team, solicitors, insurance companies, patients and relatives, the public, the DWP, Veterans Agency, the Coroner, the GMC and similar bodies, the Complaints Ombudsman, etc.Deal with day-to-day queries regarding access to health recordsEnsure all new SARs and FOI requests are managed in line with the DPA, GDPR, Access to Health Records Act and FOI Act, working to strict deadlines.Co-ordinate and oversee the management of sensitive information being received by the team which includes various requests for information, working in an organised manner.Communicate effectively with colleagues to ensure medical record requests are shared with and signed off by appropriate consultants, the Caldicott Guardian, litigation staff and Executives as necessaryTo employ strong communication skills with patients, relatives and the public being able to answer complex queries and undertake complicated conversations in relation to access to health records, employing patience and understanding where there may be a language barrier, impairment, illness, bereavement, frustration or emotional distress.To employ strong customer service skills, communicating by phone, e-mail, standard written correspondence and in person, in a professional manner. Reporting progress accurately and honestly. To undertake redaction tasks, conscientiously removing all third party information as appropriate to the individual request, with advice from your line manager, as necessary.Actively assist and take the lead in locating physical records that are needed for access requests, these may be stored in all areas of the Trust and must be retrieved and handled as necessary.Providing advice and guidance to staff on the disclosure of information in accordance with current legislation with assistance from the RFI Team Leader Manager as necessaryPlan and organise the workload within the RFI Team to ensure timescales are met, prioritising the workload as demand changesProvide records and information to patients and outside agencies as appropriate within the confines of data protection and confidentialityEnsure all Freedom of Information (FOI) requests are logged, managed and responded to in accordance with the FOI Act 2000 and NGH/KGH internal processes.Ensure the Disclosure log for FOIs is updated and maintained in line with the FOI Act 2000Ensure any delays in response to FOI requests are escalated appropriately to the RFI Team Leader to allow appropriate mitigation to occur.Ensure that any exemptions are applied to FOI requests and these are communicated and recorded appropriately.Complete Subject Access requests (SARs) for members of staff in line with UK GDPR standards.Process Subject Access requests for CCTV images in line with UK GDPR standards.Use the e-proc system to order stationary items needing to be reordered and be responsible for equipment such as the photocopier used by the RFI TeamEnsure the AMS / FOI solution is maintained to monitor all requests and timescalesEnsure the fair distribution of the work using the AMS solution databaseEnsure the effectiveness of the teams management of new requestsEnsure all new correspondence is inputted onto the AMS / FOI solution by the teamEnsure the AMS/FOI system is updated regularly with any new transactionsDeputise for the RFI Team Leader in their absenceWorkforceTo be the contact for HR queries in the absence of the RFI Team LeaderPlan and allocate workload to support with the RFI Team rota ensuring adequate skill mix and that cover in the office is appropriately managedTo provide training, advice and guidance to RFI Team members as and when requiredTo lead the team in ensuring patient confidentiality at all times.To assist with RFI Team recruitment;To deliver training relevant to RFITo update the e-rostering system as appropriate including timesheets and planned or un-planned leaveTo support the Team Leader with appraisals, team performance management and initial disciplinary matters.OtherMaintain the security of the IT department and Access OfficeAssist and propose the RFI Team Leader to implement policies and changes to Standard Operating procedures in line with new legislation or systemsAssist with other routine duties as delegated by the RFI Team Leader or DSP Manageroccasional requirement to contact data requestors to obtain clarification on requests, or in response to appeals.support the DSP Manager when responding to complaints in relation to Access to Information Acts via the InformationCommissioners office or the public.support the development of existing and new systems including data inputting, reviewing data capture and data analysis to continually improve the serviceupdate the Internet and Intranet pages for RFI as appropriate, ensuring it is up to date with pertinent advice guidance, with applicable FAQs and relevant legislationundertakes surveys or audits as required within the RFI responses to test effectiveness of procedures and complianceEscalate to manager if performance indicators demonstrate non-achievement against expected standardPerson SpecificationEducations, Training and QualificationsEssentialEducated to NVQ level 4 or equivalent level of education, training or experienceProven IT SkillsDesirableSupervisory qualificationKnowledge and ExperienceEssentialKnowledge and good understanding of the FOI Act, Data Protection Act 2018, Access to Health Records Act and the UK General Data Protection RegulationExperience of Patient Administration Systems e.g CaMIS, CareflowDesirableExperience within a Medical Records OfficeExperience of supervising a teamExperience of managing access requests in line with the Data Protection ActSkillsEssentialEffective Written and verbal communication skillsWell-developed interpersonal skills including well-developed influencing and conflict management skillsAble to liaise with people in a professional manner at all levels including staff within NGH and KGH and other Trusts and members of the general publicExcellent planning and organisational skillsDesirableAbility to deal with challenging experiences such as distressed patients/relatives/staff with kindness and respectAbility to articulate issues and concernsKey Competencies/Personal Qualities and AttributesEssentialA flexible attitudeConcentration and dealing with interruptions in a professional mannerSelf-MotivatedAbility to travel between the Kettering and Northampton Hospital sites and other sites across the Group (where postholders are required to travel as part of their role)Disclosure and Barring Service CheckThis 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.Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).Employer detailsEmployer nameNorthampton General HospitalAddressKettering General Hospital NHS Foundation TrustRothwell Rd,KetteringNN5 8PTEmployer's websitehttps://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)