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Job summary

Main area
Information Governance
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
100-AC075-0326
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Health Board Wide
Town
Health Board Wide
Salary
£25,313 - £26,999 per annum
Salary period
Yearly
Closing
06/04/2026 23:59
Interview date
14/04/2026

Employer heading

Hywel Dda University Health Board logo

Access to Information Administrator

Band 3

Our Hywel Dda values reflect who we are and how we behave. We continuously work together to be the best we can be as we strive to develop and deliver excellent services, putting people at the heart of everything we do. Throughout our recruitment process you will be asked to think about how you would demonstrate these values in the way that you work with us.

If you are registered Health Care professional considering relocating to the Hywel Dda area in West Wales please don’t hesitate to contact our recruitment campaigns team directly via [email protected]

To keep up to date with our latest recruitment activity follow us on Facebook (Swyddi Hywel Dda Jobs), LinkedIn or on Twitter @SwyddiHDdaJobs

Hywel Dda University Health Board reserve the right to close vacancies after 24 hours if a large number of suitable applications are received. We encourage early applications to ensure consideration for a post.


The Agenda for Change Pay Award for 2026/27 is effective from 1st April 2026.

Please note successful applicants with a start date from 1st April onwards the salary will be as per the 2026/27 pay award. For further detail the pay circular is available via this link https://www.nhs.wales/files/pc-resources/afc-w-02-2026-pdf-pdf?ts=1773244958086

Job overview

We have a new vacancy available to work in Information Governance as  an 'Access to Information Administrator'  who will support the delivery of Information Access requests received by the Health Board in accordance with Data Protection and Access to Health Records legislation.  

The role requires regular communication with a wide range of stakeholders, including patients, relatives, solicitors, healthcare professionals, local authorities, and the police. Communication must be professional, empathetic, confidential, and tailored to the recipient’s level of understanding. The post holder must ensure timely liaison with clinicians and staff to support appropriate review and redaction of information prior to disclosure.

Main duties of the job

You will be responsible for managing a high-volume workload, prioritising tasks effectively, meeting strict statutory deadlines, and maintaining a high standard of customer service. This  role also involves working independently within relevant legislation, guidance, and organisational policies, seeking senior advice when required.

Key duties include accurately processing access to records requests, ensuring records are correctly identified, checked, scanned, and disclosed in line with subject access and confidentiality requirements. This requires strong analytical and judgement skills to verify patient identity and ensure only relevant and correct information is released, thereby minimising the risk of data breaches and regulatory penalties.

In addition, you will be responsible for the safe and effective use of departmental resources, including reporting equipment issues, maintaining stock security, and identifying supply requirements to management.

Working for our organisation

Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.

We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.

We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.

Our services are provided in:

  • Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
  • Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
  • Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
  • 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 99 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
  • Numerous mental health and learning disabilities services

Detailed job description and main responsibilities

Please refer to the Access to Information Administrator Job Description and Person Specification for further details.

You will be able to find a full job description and person specification attached within the supporting documents.

The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences.  In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.

Interviews will be held on 14/04/2026.

Person specification

Qualifications & Knowledge

Essential criteria
  • Educated to GCSE level or equivalent, including English at Grade C or above.
  • NVQ Level 3 qualification or equivalent.
  • Knowledge of Information Governance requirements, Caldicott Principles, Data Protection & Access to Health Records Legislation.
  • Knowledge & understanding of information security and importance of confidentiality
  • Good IT Skills required
Desirable criteria
  • Attainment of the Act Now or equivalent foundation certificate in information governance plus demonstrable experience working within a subject access role Previous experience of handling Subject Access Requests.

Experience

Essential criteria
  • Experience in the use of Microsoft Office packages such as Word, Outlook, Excel and Teams in a working environment
Desirable criteria
  • Previous experience of working within an NHS environment or department
  • Experience of dealing with sensitive information
  • Knowledge and experience of the NHS patient information systems e.g. WPAS, WCP, WNCR, WDS, CYPRIS

Other

Essential criteria
  • Willingness to travel across Health Board locations in timely manner.
  • Flexible approach to the needs of the service.
Desirable criteria
  • Welsh Speaker (Level 1)

Employer certification / accreditation badges

Veteran AwareNo smoking policyCymraegDisability confident employerStep into healthCarer Confident (With Welsh translation)Defence Employer Recognition Scheme (ERS) - GoldCore principlesStonewall 2023 Bronze

Applicant requirements

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Sarah Bevan
Job title
Information Governance Manager
Email address
[email protected]
Telephone number
01437 773969
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