Scanning & Quality Assurance Administrator

Overview

Essex Partnership University NHS Foundation Trust - Scanning & Quality Assurance Administrator

The closing date is 26 March 2026

This is a full-time, fixed-term position until 31 October 2026. Working hours are Monday to Friday, 9am-5.30pm with a 1 hour 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

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 per annum + HCA