Scanning & Quality Assurance Administrator

Essex Partnership University NHS Foundation Trust; Wallsend; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

27 days holiday, rising to 33 days

Excellent pension up to 14.5%

Staff discounts (Blue Light/NHS)

£8K relocation package

Job summary

Essex Partnership University NHS Foundation Trust is recruiting for a Scanning & Quality Assurance Administrator at Basildon Mental Health Unit. Two full-time posts are available on fixed-term contracts until 31 March 2027 and 9 July 2027, with a closing date of 19 November 2026.

The role supports digital transformation by ensuring accurate scanning, indexing, and quality checks of patient records. The post requires attention to detail, good IT skills, and flexibility to travel between sites.

Qualifications

• Excellent attention to detail and accuracy.
• Confident IT user with the ability to follow structured processes.
• Willingness to travel between sites when needed.

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 Mobius, Paris, 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.

Skills

Attention to detail

IT literacy

Structured processes

Tools

Mobius

Paris

Laserfiche

Quickfields

Job description

Essex Partnership University NHS Foundation Trust

Scanning & Quality Assurance Administrator

The closing date is 19 November 2026

Scanning & Quality Assurance Administrator Band 3 - £25,760 - £27,476 per annum pro rata Monday - Friday 9am - 5.30pm (with 1 hour lunch) Basildon Mental Health Unit 2x Full Time Posts covering secondments Post 1: Fixed Term Contract until 31 March 2027 Post 1: Fixed Term Contract until 9th July 2027

We are looking for reliable and detail-focused Scanning and Quality Assurance Clerks 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 Mobius, Paris, Laserfiche and Quickfields workflows
• Ensure accurate indexing, metadata assignment, and document classification
• Respond to user queries and escale 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

This is a great opportunity to join a supportive team and contribute to the Trust's digital transformation, helping improve patient care through high-quality electronic recordkeeping.

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 to14.5% 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

• Evidence of ability to learn new IT systems
• 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

£25,760 to £27,476 a yearper annum, pro rata + 5% High Cost Allowance