Job Description

**** 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.
About us
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.

Details
Date posted
26 November 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year Per annum + HCA
Contract
Fixed term
Duration
4 months
Working pattern
Full-time
Reference number
364-A-9264-A
Job locations
Basildon Mental Health Unit
Nethermayne
Basildon
SS16 5NL
Job description
Job responsibilities
Please check the and personal Specification
If you would like to discuss the post in more detail, please contact: Keeley Mayes: 07580 424142 Job description
Job responsibilities
Please check the and personal Specification
If you would like to discuss the post in more detail, please contact: Keeley Mayes: 07580 424142
Person Specification
Knowledge
Desirable

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

Skills/Experience
Essential

• Ability to work to deadlines and prioritise workload

Desirable

• Experience of working within a healthcare environment

Person Specification
Knowledge
Desirable

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

Skills/Experience
Essential

• Ability to work to deadlines and prioritise workload

Desirable

• Experience of working within a healthcare environment

Skills Required