Records Services Scanning Coordinator

York and Scarborough Teaching Hospitals NHS Foundation Trust

The closing date is 03 March 2025

Job summary

Would you like to be part of a team at the forefront of a new service across our Trust?

Why are we going digital? Our goal to achieve a paper-light Trust will enable our patients to have greater access to their care records, and access to an expanding set of NHS accredited health and care apps and digital information services.

To achieve this goal we are looking for highly motivated, capable and pro-active individuals to deliver and help develop the Scanning Team within the Health Records Department.

The role involves being responsible for the scanning of patient documents, delivering a high quality service for all service users and providing a comprehensive, confidential, and effective scanning service to the Trust.

We are looking for enthusiastic individuals with; good communication skills, excellent team working, organisational and time management skills. As this is a new service the post holders will be expected to work closely with the project leads and external departments, to help roll out and improve the service as it expands.

This is cross-site and you will be required to work from both York Hospital and our Clifton Moor site.

Main duties of the job

There are key processes of scanning and all Scanning Coordinators will be required to rotate between the following processes, as per the departmental rota.

Collection of records
Indexing of records
Preparation of records
Scanning of records
Quality Checking of scanned records

Other aspects of the role will include offering relief support to the Management team in supervising Records Services Operatives, and creating and updating process and procedure documentation relating to the scanning of medical records.

Application Tip! Applications are shortlisted on how they meet the essential criteria, please ensure you demonstrate examples of these when submitting your application.

About us

Our benefits

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Date posted

17 February 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

419-6310343-RSC-DIS-C

Job locations

Cross site York Hospital and Clifton Moor

Wigginton Road

York

YO31 8HE

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Armed Forces Friendly Employer

Person Specification

Education, Qualifications and Training

Essential

GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification
NVQ Level 3 or equivalent relevant experience

Experience & Knowledge Required

Essential

Previous Administrative experience (6 months minimum)
Previous experience of understanding and dealing with customer requirements
Previous experience of using Microsoft packages

Desirable

Previous experience of working in NHS
Experience of dealing with confidential information

Skills & Attributes

Essential

Ability to organise and prioritise own workload
Good communication skills on telephone and face to face
Ability to work as part of a team

Aptitude & Personal Qualities

Essential

Able to work flexibly in an environment where demands and priorities change quickly

Person Specification

Education, Qualifications and Training

Essential

GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification
NVQ Level 3 or equivalent relevant experience

Experience & Knowledge Required

Essential

Previous Administrative experience (6 months minimum)
Previous experience of understanding and dealing with customer requirements
Previous experience of using Microsoft packages

Desirable

Previous experience of working in NHS
Experience of dealing with confidential information

Skills & Attributes

Essential

Ability to organise and prioritise own workload
Good communication skills on telephone and face to face
Ability to work as part of a team

Aptitude & Personal Qualities

Essential

Able to work flexibly in an environment where demands and priorities change quickly

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.