Health Records Adviser - Apprentice

The Royal Marsden NHS Foundation Trust

London, Sutton

Closes in 12 days (Thursday 29 January 2026)

Posted on 16 January 2026

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Summary

Key health record functions including the processing of subject access requests related to access to health records, management of the hospital's chart correction helpdesk, acting as central point of contact for the archiving of health records.

• Wage:

  £30,546 a year

  Check minimum wage rates (opens in new tab)

  Salary; £30,546 - £32,207 per annum

• Training course: Business administrator (level 3)
• Hours: Cross site (3 days Chelsea, 2 days Sutton) You must be able to meet the needs of the service (e.g. shift work) Shifts to be confirmed.

  37 hours a week

• Start date:

  Sunday 1 March 2026

• Duration:

  1 year 6 months

• Positions available:

  1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

• To carry out in a responsible and efficient way, the processing of Subject Access Requests
• To demonstrate the ability to process requests in accordance with the General Data Protection Regulations (GDPR) and the Data Protection 2018 (DPA18).
• To assist with the co-ordination of the department to process SARs requests and the retrieval of medical records
• To assist with the retrieval of medical records using our external provider
• To be able to liaise and build relationships with services to make sure that all health records are provided and expectations are managed in a professional manner
• Actioning chart corrections on patient clinical records (EPIC) as requested by clinical staff and following clear guidance
• These responsibilities will be carried out under the guidance of the Health Records Manager who is the direct line Manager for the service
• To apply the Trust policies and procedures for the processing of Subject Access Requests (SAR)
• To utilise functionality of the DHR system to log and track all SARs requests from individuals, responding to queries and reviewing content
• To make sure SARs Requests are processed within the legal time frames
• To process incoming and outgoing correspondence in a consistent and timely manner
• To deal with internal and external telephone enquiries, providing advice and act as a source of expertise to a high level of customer service throughout all interactions
• To act on own initiative, prioritise own workload
• To liaise with the Health records Manager of any complex cases which will cause any delays or breeches as well as any untoward incidents, including data security infringements or breeches of confidentiality in line with trust policy
• To Exercise independent judgment and initiative following data protection guidelines to determine the release of sensitive information this includes gaining appropriate consent and disclosure sign off

Where you'll work

You can select which locations you want to apply for in your application on Find an apprenticeship.

This apprenticeship is available in these locations:

• Fulham Road, London, SW3 6JJ
• Downs Road, Sutton, SM2 5PT

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

PMA LTD

Training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Training schedule

• This role is offered in conjunction with the Business Administrator Level 3 Apprenticeship Programme, delivered by PMA. By attending this interview, you are confirming your commitment to undertake the apprenticeship should you be offered and accept the role, and provided you meet the eligibility criteria
• Apprenticeships at The Royal Marsden follow a partnership model between you and the organisation. This means you will be working, studying, and learning a new role all at once. It is a rewarding and demanding opportunity that requires dedication, flexibility, and strong personal motivation
• Please note: The recruiting managers will not be able to answer questions specifically related to the apprenticeship programme content. These are managed externally by PMA Ltd
• For any queries specifically about apprenticeships at The Royal Marsden, please contact: apprenticeships@rmh.nhs.uk

More training information

• This role is offered in conjunction with the Business Administrator Level 3 Apprenticeship Programme, delivered by PMA. By attending this interview, you are confirming your commitment to undertake the apprenticeship should you be offered and accept the role, and provided you meet the eligibility criteria
• Apprenticeships at The Royal Marsden follow a partnership model between you and the organisation
• This means you will be working, studying, and learning a new role all at once. It is a rewarding and demanding opportunity that requires dedication, flexibility, and strong personal motivation

Requirements

Essential qualifications

GCSE in:

• English (grade 5)
• Maths (grade 5)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Administrative skills
• Logical
• Team working
• Initiative
• Patience

About this employer

The Royal Marsden NHS Trust is the largest comprehensive cancer centre in Europe with a national and international reputation for high quality patient care, research & development and education. It is situated on 3 sites; two in Central London and one at Sutton in Surrey.

https://www.royalmarsden.nhs.uk/ (opens in new tab)

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

• At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways
• There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance
• We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements

Ask a question

The contact for this apprenticeship is:

PMA LTD

The reference code for this apprenticeship is VAC2000009165.

Apply now

Closes in 12 days (Thursday 29 January 2026)

After signing in, you’ll apply for this apprenticeship on the company's website.