Job summary
An exciting opportunity has arisen to recruit a full time Document Scanning Clerk to join the team in Patient Services & HIM Department.
You will be responsible for collecting and scanning the paper documents generated on the wards and clinical areas; provide cover to upload digital documents into the Trust EPR; carry out administrative duties and cover reception services in Medical Records for Central scanning.
Duties in accordance with the Trust retention and destruction policy.
Main duties of the job
The daily collection of paper documents from wards and clinical areas.
Prepare and scan patient information accurately and in accordance with the agreed time scales into the electronic document management system (EDMS) and the electronic patient records (EPR).
Carry out daily quality checks in accordance to Local Procedures.
Process the generic document scanning email requests. Ensure documents are uploaded to the correct patients and in a timely manner prioritising the most urgent requests.
Carry out demographic amendments in the EPR (Epic) using a NHS smartcard to ensure all patient demographic details are synchronised to the national Patient Demographics Service.
To provide reception duties as required and be able to deal with queries from members of the public and Trust staff via telephone or in person.
The ability to work under pressure and independently to complete daily deadlines.
Weeding of noncurrent paper case notes for archiving from the two libraries and prepare for scanning.
Be accountable for ensuring and monitoring work produced is of the quality and quantity required ensuring expected Trust and department standards and deadlines are met.
You will be required to work weekend shifts on a rota basis.
About us
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on the 19th January 2026.
Interviews are due to be held on the 27th January 2026.
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on the 19th January 2026.
Interviews are due to be held on the 27th January 2026.
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person Specification
Qualifications
Essential
- Numerate and literate.
- Educated to GCSE level or equivalent.
Desirable
- Educated to GCSE level A-C or equivalent.
Experience
Essential
- Planning and organising straightforward tasks.
- Working within agreed guidelines to set timescales.
- Experience of using IT packages.
- Experience of call handling.
- Experience of customer service or dealing with the public.
- Experience of working alone.
Desirable
- Experience of working in an office environment or reception.
- Previous experience of working in the NHS.
- Previous experience of working with medical records.
- Previous scanning experience.
Knowledge
Essential
- Understanding of confidentiality.
- Understanding of customer service.
Desirable
- Understanding of filing/library systems.
- Having knowledge of the Trust.
Skills
Essential
- Ability to work as part of a team.
- Good communication skills including telephone, email, face to face.
- Ability to follow processes and procedures.
- Ability to manage time working to schedule and timescales.
- IT skills - ability to use Microsoft Office Outlook Good organisational skills.
- Willing to take on/learn new skills.
- Ability to show attention to detail.
- Ability to adapt to change.
- Ability to work under pressure.
- Ability to store and safeguard confidential documents.
Desirable
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
Person Specification
Qualifications
Essential
- Numerate and literate.
- Educated to GCSE level or equivalent.
Desirable
- Educated to GCSE level A-C or equivalent.
Experience
Essential
- Planning and organising straightforward tasks.
- Working within agreed guidelines to set timescales.
- Experience of using IT packages.
- Experience of call handling.
- Experience of customer service or dealing with the public.
- Experience of working alone.
Desirable
- Experience of working in an office environment or reception.
- Previous experience of working in the NHS.
- Previous experience of working with medical records.
- Previous scanning experience.
Knowledge
Essential
- Understanding of confidentiality.
- Understanding of customer service.
Desirable
- Understanding of filing/library systems.
- Having knowledge of the Trust.
Skills
Essential
- Ability to work as part of a team.
- Good communication skills including telephone, email, face to face.
- Ability to follow processes and procedures.
- Ability to manage time working to schedule and timescales.
- IT skills - ability to use Microsoft Office Outlook Good organisational skills.
- Willing to take on/learn new skills.
- Ability to show attention to detail.
- Ability to adapt to change.
- Ability to work under pressure.
- Ability to store and safeguard confidential documents.
Desirable
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Cambridge University Hospital NHS Foundation Trust
Address
Addenbrookes Hospital-Division Corporate
Hills Road
Cambridge
CB2 0QQ
Employer's website
https://www.cuh.nhs.uk (Opens in a new tab)