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Job summary

Main area
Admin and Clerical
Grade
Band 3
Contract
Fixed term: 4 months (until 31 March 2026)
Hours
Full time - 37.5 hours per week (Monday -Friday)
Job ref
364-A-9264-A
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
09/12/2025 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

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

**** previous applicants need not apply ****

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

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. 

Benefits

  • 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.

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

Desirable criteria
  • IT Skills and Knowledge of Scanning
  • Knowledge of Data Protection Act

Skills/Experience

Essential criteria
  • Ability to work to deadlines and prioritise workload
Desirable criteria
  • Experience of working within a healthcare environment

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyMenopause Friendly EmployerPositive about disabled peopleAge positiveDisability confident leaderImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Essex Family Friendly Employers

Documents to download

Apply online now

Further details / informal visits contact

Name
Keeley Mayes
Job title
Admin Lead
Email address
[email protected]
Telephone number
07580424142
Additional information

Monday-Friday - 9am-5:30pm - 1 hour for Lunch

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