Job summary
- Main area
- 202122
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 262-A-25-7428577
- Employer
- North Cumbria Integrated Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Kingmoor Park, Unit G Duchess Avenue
- Town
- Carlisle
- Salary
- £24,465 Per Annum Pro Rata
- Salary period
- Yearly
- Closing
- 27/10/2025 23:59
Employer heading
Preparation and Scanning Officer
NHS AfC: Band 2
Job overview
Preparation and Scanning Officer Band 2
There are four positions being advertised:
1 x 37.5 hrs per week: Monday to Friday 6.00am - 2.00pm
1 x 37.5 hrs per week: Monday to Friday 8.00am - 4.00pm
2 x 37.5 hrs per week: Monday to Friday 10:00am - 6.00pm.
However, a degree of flexibility with working hours is occasionally required.
Support the day to day operation of a high quality, effective and efficient Digital Health Service within the Health Records Department.
We’re always on the lookout for great people to join our team. From newly qualified staff to those with more experience, we have a range of careers opportunities available.
As a centre of excellence in providing rural and remote healthcare, we can provide you lots of unique opportunities for your personal and professional development.
You’ll also be surrounded by an exceptional team of supportive colleagues. Caring for patients is our top priority and our staff always go the extra mile.
Main duties of the job
Support the day to day operation of a high quality, effective and efficient Digital Health Service. This will involve:
- To provide an effective and efficient health records service that will deliver the timely availability of the digital health record to support patient care and supporting in managing of the paper estate until this disappears in time.
- To manage the digitised data that forms part of the electronic patient record
- To provide an effective and efficient Scanning Bureau service that will include the preparation, scanning, validation and uploading of diverse document types
- To participate in the archiving process of the paper health record and any re-call
- To assist in the prompt processing of deceased patient paper health records where directed
- To continue to develop and maintain competencies in all areas of work
Working for our organisation
At NCIC, we have an ambition to deliver outstanding healthcare services to the population of North Cumbria. The Trust is committed to creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout our county.
Our 5 key principles demonstrate our belief in the delivery of ‘safe, high quality care every time’:
· Being a clinically led organisation
· Quality and safety at the heart of our Trust
· A positive patient experience every time
· A great place to work
· Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.
Detailed job description and main responsibilities
Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
CERTIFICATE OF SPONSORSHIP
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed. For further information visit the UK Visas and Immigration website (Opens in a new tab).
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
Disclosure and Barring Service:
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.
The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £21.50 + Administration cost of £5.90 = £27.40. Deducted from salary over a 4 month period or a one-off payment.
Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. Deducted from salary over a 4 month period or a one-off payment.
NCIC can offer successful future employees the following benefits:
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
NHS Discounts*
Salary Sacrifice schemes including lease cars and Cycle to Work*
Excellent opportunities for development*
Competitive NHS Pension scheme
Vivup is a free, confidential counselling and information service to assist with personal or work-related problems
*Subject to eligibility
Important Information
Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date
Person specification
Skills and Aptitudes
Essential criteria
- • Methodical worker.
- • Ability to concentrate and work accurately.
- • Work well as part of a team.
- • Ability to work unsupervised.
- • Good keyboard skills to enable accurate data capture
- • Excellent interpersonal skills for effective communication with colleagues both inside and outside the department.
- • Ability to communicate with members of the public, all staff and health care providers
- • Frequent and accurate concentration on the accuracy of the scanning process from preparation through to scanning.
- • IT skills in Widows based applications
Desirable criteria
- • Good knowledge and skills in the use of NHS computer technology
- • IT skills/keyboard skills
Other requirements
Essential criteria
- • Ability to move heavy loads, bend and stretch to facilitate filing of records
- • Ability to work efficiently as part of a multi- disciplinary team
- • Presents self as courteous, respectful and helpful
- • Alignment to Trust Values and Core Behaviours
Knowledge
Essential criteria
- • Knowledge of UK GDPR (General Data Protection Regulation 2016 and Data Protection Act 2018)
- • Knowledge of confidential issues
- • Operational knowledge of document scanning and hardware up to competent level.
- • Knowledge of patient administration system and case notes procedures
- • Knowledge of NHS
Desirable criteria
- • Understanding of Medical Records Service
- • Experience in a busy working environment.
- • Telephone experience
Experience
Essential criteria
- • Working in an office environment
- • Managing filing systems.
- • Working to deadlines
- • Use of IT systems.
- • Microsoft office packages.
- • Adequate technical skills to be able to adapt to the use of scanners, electronic document management system which will be tested via interview process.
Desirable criteria
- • Experience of working in hospital based Health Records or related service within the National Health Service
- • Experience of the use of the equipment (scanners, iFIT application to track paper health records)
- • Experience in the use of the SilverLink PAS applications
- • Experience in the use of the Encodian Electronic Document Management system (training will be provided) and other Electronic Patient Records (as digital strategy progresses)
Qualifications
Essential criteria
- • NVQ 2 in relevant admin related subject or equivalent experience
Desirable criteria
- • Health Service Records qualification.
- • Microsoft Office Skills Training (MOST) qualification or IT qualification
Employer certification / accreditation badges
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Documents to download
Further details / informal visits contact
- Name
- Rosie Jones
- Job title
- Health Records Manager
- Email address
- [email protected]
- Telephone number
- 07920 451468
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