Job summary
- Main area
- Admin and Clerical
- Grade
- Band 3
- Contract
- Fixed term: 7 months (until 31 March 2026)
- Hours
- Full time - 37.5 hours per week (Monday -Friday)
- Job ref
- 364-A-9264
- Employer
- Essex Partnership University NHS Foundation Trust
- Employer type
- NHS
- Site
- Basildon Mental Health Unit
- Town
- Basildon
- Salary
- £24,937 - £26,598 Per annum + HCA
- Salary period
- Yearly
- Closing
- 29/08/2025 23:59
Employer heading

Scanning & Quality Assurance Administrator
Band 3
Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk.
We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.
You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive.
The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.
We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years.
We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.
We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.
Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.
Job 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.
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.
Working for our organisation
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.
Detailed job description and main 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
Essential criteria
- It Skills, Knowledge of Scanning
Skills
Essential criteria
- Ability to work to deadlines and prioritise workload
Documents to download
Further details / informal visits contact
- Name
- Keeley Mayes
- Job title
- Records Manager
- Email address
- [email protected]
- Telephone number
- 07580424142
- Additional information
Monday-Friday - 9am-5pm - 1 hour for Lunch
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