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Job summary

Main area
Data management
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Part time - 30 hours per week
Job ref
364-A-9348
Employer
Essex Partnership University NHS Foundation Trust
Employer type
NHS
Site
Basildon MHU
Town
Basildon
Salary
£27,485 - £30,162 per annum, pro rata plus HCA
Salary period
Yearly
Closing
21/09/2025 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

Scanning Admin Supervisor

NHS AfC: Band 4

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

An exciting opportunity has arisen to apply for the role of Scanning Admin Supervisor within the Mobius Scanning Team.

We’re looking for someone who’s confident in leading a small team, has a keen eye for detail, and understands the vital role that high-quality scanning and indexing plays in supporting clinical care.

This is a 30-hour post, worked across four days (Monday–Friday, 9am–5pm), with Mondays and Fridays required as part of your regular working week. The role covers both Rochford and Basildon Hospitals, with 2–3 days each week based at Basildon.

 

Main duties of the job

As Scanning Admin Supervisor, you’ll help ensure that our scanning operations run smoothly and efficiently, so that clinicians and healthcare professionals have access to accurate, timely, and well-organised patient records.

You’ll be responsible for the first-line supervision of the Scanning Team, managing sickness, annual leave, appraisals, and supervisions, while ensuring all core scanning and indexing tasks are covered.

You’ll also play a hands-on role in quality assurance, system support, and process improvement — helping us maintain high standards and meet compliance requirements.

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

•             Salary Sacrifice schemes including lease cars and Cycle to Work

•             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.

Detailed job description and main responsibilities

Key Responsibilities:

  • Supervise the day-to-day work of the Scanning Team
  • Provide cover for essential tasks including:
    • Running the Blank page removal,
    • Monitoring and managing the failed and snapshot folders,
    • Responding to the “Report a Problem” function
  • Support the collection and preparation of documents for scanning
  • Identify and correct errors in electronic patient records
  • Ensure accurate indexing and record tracking within UEPR (Mobius) and Laserfiche
  • Produce quality control progress reports when needed
  • Maintain audit documentation to meet BS 10008 standards
  • Assist in updating scanning procedures and local support documents
  • Work with the Scanning and QA Lead to improve error rates across the team

Who We're Looking For

You’ll ideally have:

  • Experience in a scanning or records management role
  • Previous experience in a supervisory or team leader position
  • Confidence leading, supporting, and motivating a team
  • A detail-focused and methodical approach to work
  • Strong understanding of confidentiality and information governance
  • The ability to manage your workload and prioritise effectively

Essential knowledge and skills include:

  • Specialist knowledge of UEPR systems (e.g. Mobius, Paris, SystemOne, or equivalent)
  • Specialist knowledge of Laserfiche
  • Strong time management and organisational skills
  • A flexible, proactive, and self-motivated approach
  • Commitment to delivering high-quality results

Please refer to the attached job description and person specification for full details.

Person specification

Qualifications

Essential criteria
  • Good basic education – English and Maths qualifications
  • Minimum IT skills to ECDL Qualification or equivalent or relevant experience of Microsoft Word Packages

Experience

Essential criteria
  • Minimum of 3 years NHS experience or similar scanning experience
Desirable criteria
  • Knowledge of the Data Protection Act

Knowledge

Essential criteria
  • Specialist knowledge of UEPR systems (Mobius / Paris / SystemOne etc or equivalent clinical system)
  • Evidence of ability to learn new IT systems

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
Julie Wines
Job title
Records Manager
Email address
[email protected]
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