North Cumbria Integrated Care NHS Foundation Trust

Preparation and Scanning Officer

The closing date is 27 October 2025

Job summary

Preparation and Scanning Officer Band 2

There are four positions being advertised:

1 x 37.5 hrs per week: Monday to Friday 6.00am - 2.00pm

1 x 37.5 hrs per week: Monday to Friday 8.00am - 4.00pm

2 x 37.5 hrs per week: Monday to Friday 10:00am - 6.00pm.

However, a degree of flexibility with working hours is occasionally required.

Support the day to day operation of a high quality, effective and efficient Digital Health Service within the Health Records Department.

We're always on the lookout for great people to join our team. From newly qualified staff to those with more experience, we have a range of careers opportunities available.

As a centre of excellence in providing rural and remote healthcare, we can provide you lots of unique opportunities for your personal and professional development.

You'll also be surrounded by an exceptional team of supportive colleagues. Caring for patients is our top priority and our staff always go the extra mile.

Main duties of the job

Support the day to day operation of a high quality, effective and efficient Digital Health Service. This will involve:

  • To provide an effective and efficient health records service that will deliver the timely availability of the digital health record to support patient care and supporting in managing of the paper estate until this disappears in time.
  • To manage the digitised data that forms part of the electronic patient record
  • To provide an effective and efficient Scanning Bureau service that will include the preparation, scanning, validation and uploading of diverse document types
  • To participate in the archiving process of the paper health record and any re-call
  • To assist in the prompt processing of deceased patient paper health records where directed
  • To continue to develop and maintain competencies in all areas of work

About us

At NCIC, we have an ambition to deliver outstanding healthcare services to the population of North Cumbria. The Trust is committed to creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout our county.

Our 5 key principles demonstrate our belief in the delivery of 'safe, high quality care every time':

Being a clinically led organisation

Quality and safety at the heart of our Trust

A positive patient experience every time

A great place to work

Managing our money well

As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.

Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.

Details

Date posted

10 October 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year Per Annum Pro Rata

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

262-A-25-7428577

Job locations

Kingmoor Park, Unit G Duchess Avenue

Carlisle

CA6 4SN


Job description

Job responsibilities

Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.

CERTIFICATE OF SPONSORSHIP

Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment.Any applicants who do not meet the eligibility criteria will not be progressed. For further information visit theUK Visas and Immigration website (Opens in a new tab).

If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.

Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.

Disclosure and Barring Service:

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.

The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:

Standard Check: £21.50 + Administration cost of £5.90 = £27.40. Deducted from salary over a 4 month period or a one-off payment.

Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. Deducted from salary over a 4 month period or a one-off payment.

NCIC can offer successful future employees the following benefits:

27-day holiday scheme rising to 33 after 10 years

Flexible working Scheme

NHS Discounts*

Salary Sacrifice schemes including lease cars and Cycle to Work*

Excellent opportunities for development*

Competitive NHS Pension scheme

Vivup is a free, confidential counselling and information service to assist with personal or work-related problems

*Subject to eligibility

Important Information

Please ensure that you document evidence of meeting all the essential criteria in the supporting information.

If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.

Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date

Job description

Job responsibilities

Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.

CERTIFICATE OF SPONSORSHIP

Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment.Any applicants who do not meet the eligibility criteria will not be progressed. For further information visit theUK Visas and Immigration website (Opens in a new tab).

If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.

Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.

Disclosure and Barring Service:

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.

The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:

Standard Check: £21.50 + Administration cost of £5.90 = £27.40. Deducted from salary over a 4 month period or a one-off payment.

Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. Deducted from salary over a 4 month period or a one-off payment.

NCIC can offer successful future employees the following benefits:

27-day holiday scheme rising to 33 after 10 years

Flexible working Scheme

NHS Discounts*

Salary Sacrifice schemes including lease cars and Cycle to Work*

Excellent opportunities for development*

Competitive NHS Pension scheme

Vivup is a free, confidential counselling and information service to assist with personal or work-related problems

*Subject to eligibility

Important Information

Please ensure that you document evidence of meeting all the essential criteria in the supporting information.

If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.

Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date

Person Specification

Skills and Aptitudes

Essential

  • oMethodical worker.
  • oAbility to concentrate and work accurately.
  • oWork well as part of a team.
  • oAbility to work unsupervised.
  • oGood keyboard skills to enable accurate data capture
  • oExcellent interpersonal skills for effective communication with colleagues both inside and outside the department.
  • oAbility to communicate with members of the public, all staff and health care providers
  • oFrequent and accurate concentration on the accuracy of the scanning process from preparation through to scanning.
  • oIT skills in Widows based applications

Desirable

  • oGood knowledge and skills in the use of NHS computer technology
  • oIT skills/keyboard skills

Other requirements

Essential

  • oAbility to move heavy loads, bend and stretch to facilitate filing of records
  • oAbility to work efficiently as part of a multi- disciplinary team
  • oPresents self as courteous, respectful and helpful
  • oAlignment to Trust Values and Core Behaviours

Knowledge

Essential

  • oKnowledge of UK GDPR (General Data Protection Regulation 2016 and Data Protection Act 2018)
  • oKnowledge of confidential issues
  • oOperational knowledge of document scanning and hardware up to competent level.
  • oKnowledge of patient administration system and case notes procedures
  • oKnowledge of NHS

Desirable

  • oUnderstanding of Medical Records Service
  • oExperience in a busy working environment.
  • oTelephone experience

Experience

Essential

  • oWorking in an office environment
  • oManaging filing systems.
  • oWorking to deadlines
  • oUse of IT systems.
  • oMicrosoft office packages.
  • oAdequate technical skills to be able to adapt to the use of scanners, electronic document management system which will be tested via interview process.

Desirable

  • oExperience of working in hospital based Health Records or related service within the National Health Service
  • oExperience of the use of the equipment (scanners, iFIT application to track paper health records)
  • oExperience in the use of the SilverLink PAS applications
  • oExperience in the use of the Encodian Electronic Document Management system (training will be provided) and other Electronic Patient Records (as digital strategy progresses)

Qualifications

Essential

  • oNVQ 2 in relevant admin related subject or equivalent experience

Desirable

  • oHealth Service Records qualification.
  • oMicrosoft Office Skills Training (MOST) qualification or IT qualification
Person Specification

Skills and Aptitudes

Essential

  • oMethodical worker.
  • oAbility to concentrate and work accurately.
  • oWork well as part of a team.
  • oAbility to work unsupervised.
  • oGood keyboard skills to enable accurate data capture
  • oExcellent interpersonal skills for effective communication with colleagues both inside and outside the department.
  • oAbility to communicate with members of the public, all staff and health care providers
  • oFrequent and accurate concentration on the accuracy of the scanning process from preparation through to scanning.
  • oIT skills in Widows based applications

Desirable

  • oGood knowledge and skills in the use of NHS computer technology
  • oIT skills/keyboard skills

Other requirements

Essential

  • oAbility to move heavy loads, bend and stretch to facilitate filing of records
  • oAbility to work efficiently as part of a multi- disciplinary team
  • oPresents self as courteous, respectful and helpful
  • oAlignment to Trust Values and Core Behaviours

Knowledge

Essential

  • oKnowledge of UK GDPR (General Data Protection Regulation 2016 and Data Protection Act 2018)
  • oKnowledge of confidential issues
  • oOperational knowledge of document scanning and hardware up to competent level.
  • oKnowledge of patient administration system and case notes procedures
  • oKnowledge of NHS

Desirable

  • oUnderstanding of Medical Records Service
  • oExperience in a busy working environment.
  • oTelephone experience

Experience

Essential

  • oWorking in an office environment
  • oManaging filing systems.
  • oWorking to deadlines
  • oUse of IT systems.
  • oMicrosoft office packages.
  • oAdequate technical skills to be able to adapt to the use of scanners, electronic document management system which will be tested via interview process.

Desirable

  • oExperience of working in hospital based Health Records or related service within the National Health Service
  • oExperience of the use of the equipment (scanners, iFIT application to track paper health records)
  • oExperience in the use of the SilverLink PAS applications
  • oExperience in the use of the Encodian Electronic Document Management system (training will be provided) and other Electronic Patient Records (as digital strategy progresses)

Qualifications

Essential

  • oNVQ 2 in relevant admin related subject or equivalent experience

Desirable

  • oHealth Service Records qualification.
  • oMicrosoft Office Skills Training (MOST) qualification or IT qualification

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.

Employer details

Employer name

North Cumbria Integrated Care NHS Foundation Trust

Address

Kingmoor Park, Unit G Duchess Avenue

Carlisle

CA6 4SN


Employer's website

https://www.ncic.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

North Cumbria Integrated Care NHS Foundation Trust

Address

Kingmoor Park, Unit G Duchess Avenue

Carlisle

CA6 4SN


Employer's website

https://www.ncic.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Health Records Manager

Rosie Jones

rosie.jones@ncic.nhs.uk

07920451468

Details

Date posted

10 October 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year Per Annum Pro Rata

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

262-A-25-7428577

Job locations

Kingmoor Park, Unit G Duchess Avenue

Carlisle

CA6 4SN


Supporting documents

Privacy notice

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