Scanning & Quality Assurance Administrator

Job summary

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

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

EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;

• Season Ticket Loans
• NHS discounts for staff
• Excellent Training facilities and opportunities
• Buying and Selling annual leave scheme
• The opportunity to work bank shifts and expand knowledge and experience in other areas
• Day One Flexible Employer

The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.