Scanning & Quality Assurance Administrator

NHS; Basildon; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading healthcare provider in Basildon is seeking a Scanning & Quality Assurance Administrator. This full-time role involves ensuring patient records are accurately scanned and quality checked. Candidates should have attention to detail, IT skills, and ideally experience in a healthcare setting. Excellent support and benefits are provided, including flexible working and a competitive salary.

Benefits

27 days holiday plus bank holidays

Excellent pension

Staff discounts

Relocation package

Flexible working options

Qualifications

• Previous experience in scanning or records management is desirable.
• Knowledge of the Data Protection Act.

Responsibilities

• Collect, prepare, scan, and upload patient documents.
• Carry out quality assurance checks on scanned documents.
• Respond to user queries and escalate technical issues.

Skills

Attention to detail

IT skills

Ability to work to deadlines

Tools

Laserfiche

Quickfields

Job description

Go back Essex Partnership University NHS Foundation Trust

Scanning & Quality Assurance Administrator

The closing date is 09 December 2025

**** previous applicants need not apply ****

This is a full-time, fixed-term position until 31 March 2026 covering a secondment, with potential to extend. Working hours are Monday to Friday, 9am-5.30pm 1 hr lunch.

We are looking for a reliable and detail-focused Scanning and Quality Assurance Clerk to join our team based at Basildon Mental Health Unit, part of Essex Partnership University NHS Foundation Trust (EPUT).

This role plays a vital part in supporting the Trust's digital transformation by ensuring patient records are accurately scanned, quality checked, and properly indexed. By maintaining high standards in document handling and electronic recordkeeping, you will help clinicians and healthcare professionals access timely and accurate patient information, ultimately contributing to improved patient care.

Main duties of the job

Key Responsibilities

• Collect, prepare, scan, and upload patient documents in line with Trust procedures
• Carry out quality assurance checks on scanned and indexed documents
• Monitor and process documents through Laserfiche and Quickfields workflows
• Ensure accurate indexing, metadata assignment, and document classification
• Respond to user queries and escalate technical issues where needed
• Provide occasional cross-site support to cover leave or sickness
• Support the training of new staff in scanning and QA procedures

What We're Looking For

• Excellent attention to detail and accuracy
• Confident IT user with the ability to follow structured processes
• Flexible and proactive, with a willingness to travel between sites when needed
• Previous experience in scanning, records management, or a similar admin role is desirable

About us

Valuing you. Recognising your dedication. At EPUT, we look after you.

• Receive supervision and support to help you fulfil your potential.
• Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
• If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
• We run recognition awards to recognise staff's hard work and dedication.
• 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
• Excellent pension of up to 14.5% of your pensionable pay.
• Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
• £8K relocation package if you move to Essex to join us
• Season ticket loans are interest‑free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

• Flexible working: available from day one for most roles.
• Job share: Applications for job shares are welcomed.

Job responsibilities

Please check the Job Description and personal Specification

If you would like to discuss the post in more detail, please contact: Keeley Mayes: 07580 424142

Person Specification

Knowledge

• IT Skills and Knowledge of Scanning
• Knowledge of Data Protection Act

Skills/Experience

• Ability to work to deadlines and prioritise workload
• Experience of working within a healthcare environment

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

Essex Partnership University NHS Foundation Trust

£24,937 to £26,598 a yearPer annum + HCA