Records Services Scanning Coordinator

www.healthjobsuk.com - jobboard; York and North Yorkshire; Hybrid; GBP 24,000 - 27,000; Full time

Job summary

A leading NHS Trust in the UK is looking for a Scanning Coordinator to contribute to a new digital service. You will be responsible for scanning patient documents to provide a comprehensive service that supports our goal of a paper-light Trust. The ideal candidate should have good communication skills, experience in administration, and a commitment to confidentiality. This full-time role offers competitive benefits and the opportunity to work across multiple sites in York.

Benefits

NHS Pension Scheme

27 days holiday increasing to 33 days

Confidential support from Employee Assistance Programme

Learning and development opportunities

Qualifications

• Minimum of 6 months administrative experience.
• Experience of dealing with customer requirements.
• Ability to deal with confidential information.

Responsibilities

• Collect records and index them.
• Prepare and scan patient records.
• Quality check scanned records.

Skills

Good communication skills

Organisational skills

Team working

Time management skills

Education

GCSE Level or equivalent

NVQ Level 3 or equivalent relevant experience

Tools

Microsoft packages

Job description

Main area Health Records - Scanning Services Grade Band 3 Contract 2 years (This post may become permanent after the fixed term period)

Job ref 419-7326099-SC-RS

Hours

• Full time
• Part time

37.5 hours per week (Up to 37.5 hours per week. Monday-Friday, 08:00-16:00 or 08:45-17:00)

Employer: York and Scarborough Teaching Hospitals NHS Foundation Trust

Employer type: NHS Site

Site: Cross site York Hospital and Clifton Moor Town York

Salary: £24,937 - £26,598 pro rata/per annum Salary period Yearly Closing 15/12/2025 23:59

Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).

Our Values

• We are KIND
• We are OPEN
• We pursue EXCELLENCE

We are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.

Job overview

Would you like to be part of a team at the forefront of a new service across our Trust?

Why are we going digital?

Our goal to achieve a paper-light Trust will enable our patients to have greater access to their care records, and access to an expanding set of NHS accredited health and care apps and digital information services.

To achieve this goal we are looking for highly motivated, capable and pro‑active individuals to deliver and help develop the Scanning Team within the Health Records Department.

The role involves being responsible for the scanning of patient documents, delivering a high quality service for all service users and providing a comprehensive, confidential, and effective scanning service to the Trust.

We are looking for enthusiastic individuals with good communication skills, excellent team working, organisational and time management skills. As this is a new service the post holders will be expected to work closely with the project leads and external departments, to help roll out and improve the service as it expands.

This is cross‑site and you will be required to work from both York Hospital and our Clifton Moor site.

Main duties of the job

There are key processes of scanning and all Scanning Coordinators will be required to rotate between the following processes, as per the departmental rota.

• Collection of records
• Indexing of records
• Preparation of records
• Scanning of records
• Quality Checking of scanned records

Other aspects of the role will include offering relief support to the Management team in supervising Records Services Operatives, and creating and updating process and procedure documentation relating to the scanning of medical records.

Application Tip! Applications are shortlisted on how they meet the essential criteria, please ensure you demonstrate examples of these when submitting your application.

We offer a range of benefits to support our staff including:

• Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
• 27 days holiday rising to 33 days (depending on NHS Trust service)
• A variety of different types of paid and unpaid leave covering emergency and planned leave
• Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
• NHS Car Lease scheme and Cycle to Work scheme
• An extensive range of learning and development opportunities
• Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Detailed job description and main responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co‑developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks – including our Race Equality, LGBTQ+, Disability and Carers Networks – to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr. [e-mail].

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE – Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person specification

Education, Qualifications and Training

• GCSE Level or equivalent. Maths and English at C or above – or equivalent qualification
• NVQ Level 3 or equivalent relevant experience

Experience & Knowledge Required

• Previous Administrative experience (6 months minimum)
• Previous experience of understanding and dealing with customer requirements
• Previous experience of using Microsoft packages
• Previous experience of working in NHS
• Experience of dealing with confidential information

Skills & Attributes

• Ability to organise and prioritise own workload
• Good communication skills on telephone and face to face
• Ability to work as part of a team

Aptitude & Personal Qualities

• Able to work flexibly in an environment where demands and priorities change quickly

Please note that some of our substantive vacancies may be available on a smaller number of hours than advertised. If you would be interested in applying on this basis, we would encourage you to contact the appointing manager to enquire further.

DBS Checks

Please be aware that all new employees starting work with us will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary either in 1 payment or over a six month period once you start employment. By applying you are agreeing to this undertaking. If you are successful you will be asked to confirm if you wish to pay in one amount or in instalments. The charges are currently £27.38 for a standard check and £55.38 for an enhanced check. The level of check will be determined by the post you are applying for.

Please note that volunteers and bank only staff will not be charged.

The Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants in accordance with the Gender Recognition Act 2004. This is known as the sensitive applications route, and is available for all levels of DBS check – basic, standard and enhanced.

To contact the sensitive applications team, please telephone [phone] or email [e-mail].

Use of Artificial Intelligence (AI)

Please note that the selection processes at York & Scarborough Teaching Hospitals are in place to ensure we recruit candidates with the right skills and values. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. You will be required to acknowledge that you are aware of this before submitting your application.

Agile and Flexible Working

We are committed to helping all staff balance their work with other commitments and have recently launched our new Agile and Flexible Working policy to support this, entitling all staff to request flexible working from day one – for all posts. We encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Employee Assistance Programme (EAP)

All our employees have access to a free, confidential counselling and wellbeing support service. Our EAP is available 24/7, 365 days a year.

Relocation Package

The Trust offers a generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss relocation further, please speak to the recruiting manager at interview.

A bit more about us and the surrounding area

York and Scarborough Teaching Hospitals NHS Foundation Trust is situated in a fantastic part of the country that is home to two national parks, a beautiful coastline, and the city of York – consistently voted one of the best places to live in the UK. We provide a comprehensive range of acute hospital and specialist healthcare services for approximately 800,000 people living in and around York, North Yorkshire, North East Yorkshire and Ryedale – an area covering 3,400 square miles.

Our annual turnover is approaching £0.5bn. We manage eight hospital sites and have a workforce of around 10,000 staff working across our hospitals and in the community.

Sponsorship

If you require sponsorship to work in the UK, check you are eligible under the UKVI points based system online. Not all jobs we advertise are eligible for sponsorship.

Employer certification / accreditation badges

Application numbers

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.