Legal Services Assistant, Subject Access Requests
Countess of Chester Hospital NHS Foundation Trust, staff pride themselves on not only leading through clinical excellence, but also by creating an environment where all staff are valued and appreciated. To achieve this, the Trust has embarked on an exciting new strategy focused on continuous improvement.
Our vision is to improve the lives of our community and provide excellence in healthcare, through partnership and innovationOur High Performance Culture will support everyone to be the best version of themselves by being true to our Trust vision, values and behaviours.
We welcome applications from colleagues from our local and neighbouring communities of all backgrounds and identities, who are currently under-represented within our region such as Black, Asian, Minority ethnic and those with disabilities.
As a region we are reviewing the way we work, and exploring how new working practices that support flexible working can create a positive work-life balance. As part of our recruitment process we will explore how our inclusive employment policies, flexible working, staff engagement forums, Trust facilities and services can be of mutual benefit.
Job overview
Working Full time: 37.5 hours per week
The Legal Services Department is responsible for managing a range of legal matters on behalf of the Trust. These include inquests, clinical negligence and employee liability claims and Subject Access Requests. In addition, the Legal team provides advice to staff on any matter of a legal nature which relates to Trust business.
The Legal Services Assistant has specific delegated responsibilities in respect of Subject Access Requests (SARs) in line with the UK General Data Protection Regulations (GDPR) and the Data Protection Act (2018).
Responsibility.The Legal Assistant is primarily responsible for assisting with the processing of applications for access to health records, held at the Trust, received from solicitors, insurance companies, the police and other external agencies and will support the process for requests from patients or their relatives.
Alongside your role you will be enrolled onto the L3 Business administration Apprenticeship and achieve a recognised Level 3 qualification. We require full commitment of the apprenticeship programme, you will be supported and be given protected time in work to complete.
AccountabilityThe Legal assistant is accountable to the Head of Legal Services.
The list below is to outline the main duties involved however, this is subject to change and will vary within the given role. We ask all employees to be flexible in their role, to always ensure we are delivering Safe, Kind and Effective care.
Main duties of the job
To receive and process written requests for copies of health records including x-rays and computerised health records.To identify the appropriate information to disclose by the use of the hospitals computerised medical records systems (Meditech, Evolve & Cerner) and other systems.
To process requests in compliance with the General Data Protection Regulations, Data Protection Act, Access to Medical Records Act and Access to Medical Reports Act.
To ensure that accurate and appropriate information is provided and that timescales are met in compliance with the above Acts.
To communicate in written form or verbally, necessary information to patients, relatives and external agencies.
To provide an appropriate point of contact during the Subject Access Request process, ensuring that applicants are informed of the progress of their request and, where necessary, provided with the reason for any delays.
To undertake accurate photocopying and/or extraction of computerised records where appropriate, prioritising in liaison with team/supervisor.
To maintain an accurate database and electronic filing system of all requests claims in accordance with Trust policies and procedures.
To deal tactfully and sensitively with all enquiries whilst maintaining necessary standards of confidentiality.
Working for our organisation
The Countess of Chester Hospital NHS Foundation Trust provides services to West Cheshire and to Welsh patients covered by Betsi Cadwaladr University Health Board. The Trust works collaboratively within the wider Cheshire and Merseyside Health and Care Partnership. Its services are provided from three locations:
- The Countess of Chester Hospital: providing 438 general and acute beds.
- Ellesmere Port Hospital: providing 56 beds as a rehabilitation, intermediate and outpatient facility.
- Tarporley War Memorial Hospital: a base for community services which serve the local rural population.
The Trust employs over 5916 staff (headcount) which includes temporary bank staff and provides acute emergency and elective services, primary care direct access services and obstetric services to a population of approximately 411,000. This includes 361,000 residents in Chester and West Cheshire which includes Ellesmere Port and Neston as well as the Deeside area of Flintshire which has a population of approximately 50,000.
The Trust is a busy district general hospital and in 2022/2023, there were more than 503,342 patient attendances (inpatient, outpatient and diagnostic) ranging from a simple outpatient appointment to major cancer surgery. This is an increase of nearly 10,000 compared to the previous year when there were 494,387 patient attendances.
Detailed job description and main responsibilities
See Job Description for further details.
Recruitment selection processes are based on competence (see Person specification) and values.
Please note applicants will be required to pay for their DBS check. Costs will be deducted from their salary over the first three months of employment.
You are encouraged to enrol for the DBS Update Service. A small annual fee of £16 per year applies.
New entrants to the NHS will commence on the minimum of the scale stated above.
Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date.
Good luck with your application.
Person specification
Qualifications
Essential criteria- GCSE Maths grade A-C (or Equivalent).
- GCSE English grade A-C (or equivalent).
Knowledge and Experience
Essential criteria- IT skills, including basic data storage and records systems administration.
- Previous NHs Experience
Disclosure and Barring Service Check
If the role is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Enhanced DBS check applications that are submitted with omitted or incorrect information will be withdrawn. In the event errors are identified on your original application, a new application will need to be submitted and you will be required to pay the DBS application fee again.
The cost of the DBS application will be deducted from your salary over the first three months of employment.
Overseas Candidates
The Department of Health and Social Care has released a new publication to support overseas candidates looking to work in health and care in the UK.
The new guidance provides information on the recruitment process that candidates should expect when applying for work in the UK. Please follow the below link: Applying for health and social care jobs in the UK from abroad - GOV.UK (www.gov.uk)
Overseas candidates wishing to apply who would require sponsorship can determine the likelihood of obtaining a CoS for the post by assessing their circumstances against criteria specified on the Visas and immigration - GOV.UK (www.gov.uk)
Overseas candidates are responsible for their travel expenses.
From 6 April 2017, Tier 2 / skilled worker applicants, applying for entry clearance into the UK, must 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 dependent's (over 18 years old) will also be subject to this requirement.