Scanning & Quality Assurance Administrator

ESSEX PARTNERSHIP UNIVERSITY NHS FOUNDATION TRUST; Basildon; On-site; GBP 60,000 - 80,000; Full time

Job description

Overview

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.

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 escalated 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.

Benefits and Support

• Receive supervision and support to help you fulfil your potential.
• Join an inclusive EPUT community and connect with others through engagement events and equality‑champion networks.
• Access mental health and wellbeing services, occupational health advice and counselling.
• Participation in 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 including 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.
• Flexible working: available from day one for most roles.

Application Requirements

• Professional references with business contact information covering your last three years of employment history (personal or character references are not accepted).
• As a newly appointed employee, you are responsible for incurring the cost of your initial DBS check relevant to your post; the amount will be deducted from your first salary with the Trust.
• COVID‑19 vaccination is required for anyone directly employed to work in a Care Home or who are required to be deployed to a CQC registered care home.
• Previous experience in scanning, records management, or a similar admin role is desirable.
• 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.

Equal Opportunities

The Trust is an Equal Opportunities Employer. We particularly welcome applications from people with experience of using mental health services. We also hold the Disability two‑tick symbol and have made the pledge to commit to employing more people with learning disabilities; we encourage people with a disability to apply. If you require this application form in another format (e.g., Braille or audio tape), please contact the Recruitment Department on 01375 364513 or email recruitment@[thetrust].org and we can arrange for this to be dispatched to you.

Important Notice

Recently the Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021 (the Regulations) amended on 22 July 2021 and come into force on 11 November 2021; anyone directly employed to work in a Care Home or who are required as part of their role to be deployed to a CQC registered care home are required to have had both their COVID vaccinations, unless they are exempt. This is therefore a requirement of this role and will form part of our pre‑employment checks.

Contact

The Trust has the right to expire vacancies prior to the closing date if they so wish. Please note that if you have not heard from us within three weeks of the closing date your application has been unsuccessful on this occasion.