Records Services Scanning Coordinator

NHS; York and North Yorkshire; Hybrid; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization is seeking enthusiastic individuals for a Scanning Coordinator role. This position involves managing and scanning patient documents across multiple sites, ensuring high-quality service for users. Candidates must have administrative experience, good communication skills, and a willingness to work as part of a team. Flexible working arrangements and a commitment to inclusivity are encouraged. Benefits include holiday leave, pension schemes, and comprehensive support programs.

Benefits

NHS Pension Scheme

27 days holiday rising to 33 days

Learning and development opportunities

Qualifications

• Minimum 6 months of administrative experience.
• Experience with customer requirements and NHS operations.
• Ability to handle confidential information.

Responsibilities

• Scan and manage patient documents.
• Maintain high-quality service across Trust services.
• Support management in supervising Records Services Operatives.

Skills

Organisational skills

Good communication skills

Teamwork

Education

GCSE Level or equivalent

NVQ Level 3 or relevant experience

Tools

Microsoft Office packages

Job description

The closing date is 15 December 2025

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.

About us

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.

Job 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: [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 Britains 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

Cross site York Hospital and Clifton Moor

£24,937 to £26,598 a year pro rata/per annum

Contract

Fixed term

Duration

2 years

Working pattern

Full-time, Part-time

Reference number

419-7326099-SC-RS

Job locations

Cross site York Hospital and Clifton Moor