Preparation and Scanning Officer

The Methodist Church in Britain; Carlisle; Hybrid; GBP 20,000 - 26,000; Full time

Benefits offered by this job

27 days' annual leave

Flexible working scheme

NHS discounts

Salary sacrifice schemes (lease cars,

Development opportunities

NHS pension scheme

Confidential counselling via Vivup

Relocation assistance may be available

Job summary

North Cumbria Integrated Care NHS Foundation Trust is seeking Seven Band 2 staff in its Health Records Department for a 12-month fixed-term contract starting July 2026. The role involves preparing, scanning, validating and uploading documents, plus archiving and recalling paper notes.

Full/part-time hours are considered; service hours are 6am to 2pm, Monday to Friday, with a DBS check required. You will support the digital health record availability for patient care, manage the digitised data in

Qualifications

• NVQ Level 2 in a relevant admin subject, or equivalent experience.
• Experience working in an office environment and meeting deadlines.
• Proficiency with IT systems, Microsoft Office and Windows-based applications.
• Technical skills to use scanners and an electronic document management system, tested at interview.

Responsibilities

• Provide an effective health records service that makes the digital health record available in time for patient care.
• Support management of the paper estate until it is fully digitised.
• Manage the digitised data that forms part of the electronic patient record.
• Prepare, scan, validate and upload diverse document types through the Scanning Bureau.
• Take part in archiving paper health records and in any recall.
• Help process deceased patients' paper health records when directed.
• Develop and maintain competencies across all areas of work.

Skills

Methodical and accurate

Keyboard skills

Interpersonal communication

UK GDPR knowledge

Independent/unsupervised work

Heavy lifting

Education

NVQ Level 2 in admin or equivalent

Tools

Scanners

EDMS / electronic document management system

Microsoft Office

Windows-based applications

Job description

Seven Band 2 posts in the Health Records Department of North Cumbria Integrated Care NHS Foundation Trust, on a 12-month fixed-term contract from July 2026. The work covers preparing, scanning, validating and uploading documents, plus archiving and recalling paper notes. Full or part-time hours are considered, but all staff must cover the service hours of 6am to 2pm, Monday to Friday. Fit turns on accurate data entry, working unsupervised and heavy lifting for filing, with a DBS check required.

What the job involves

• Provide an effective health records service that makes the digital health record available in time for patient care
• Support management of the paper estate until it is fully digitised
• Manage the digitised data that forms part of the electronic patient record
• Prepare, scan, validate and upload diverse document types through the Scanning Bureau
• Take part in archiving paper health records and in any recall
• Help process deceased patients' paper health records when directed
• Develop and maintain competencies across all areas of work

Qualifications

• NVQ Level 2 in a relevant admin subject, or equivalent experience

Experience

• Working in an office environment
• Managing filing systems and working to deadlines
• Use of IT systems, Microsoft Office packages and Windows-based applications
• Technical skills to use scanners and an electronic document management system, tested at interview

Skills & knowledge

• Methodical and accurate, able to concentrate on scanning accuracy
• Good keyboard skills for accurate data capture
• Excellent interpersonal and communication skills with colleagues, the public and healthcare providers
• Knowledge of UK GDPR, the Data Protection Act 2018 and confidential issues
• Operational knowledge of document scanning and hardware to competent level
• Knowledge of the NHS, patient administration systems and case notes procedures

Checks & eligibility

• DBS check

Other

• Able to work unsupervised and as part of a multidisciplinary team
• Able to move heavy loads and bend and stretch to file records
• Courteous, respectful and helpful, and aligned to Trust values and core behaviours
• Good organisational skills and willingness to learn new skills

Nice to have

• Understanding of the Medical Records Service
• Experience in a busy working environment
• Telephone experience
• Experience in hospital-based Health Records or a related NHS service
• Experience with scanners and iFIT paper record tracking
• Experience of SilverLink PAS, Encodian EDMS or other electronic patient records
• Health Service Records qualification
• MOST or IT qualification

What’s offered

• 27 days' holiday rising to 33 after 10 years
• Flexible working scheme
• NHS discounts (subject to eligibility)
• Salary sacrifice schemes, including lease cars and Cycle to Work (subject to eligibility)
• Development opportunities (subject to eligibility)
• Competitive NHS pension scheme
• Free, confidential counselling and information service via Vivup
• Relocation assistance may be available for certain posts