Job summary
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.
About us
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;
o Season Ticket Loans
o NHS discounts for staff
o Excellent Training facilities and opportunities
o Buying and Selling annual leave scheme
o The opportunity to work bank shifts and expand knowledge and experience in other areas
o Salary Sacrifice schemes including lease cars and Cycle to Work
o 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.
Job description
Job 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
Youll 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.
Job description
Job 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
Youll 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
- Good basic education - English and Maths qualifications
- Minimum IT skills to ECDL Qualification or equivalent or relevant experience of Microsoft Word Packages
Experience
Essential
- Minimum of 3 years NHS experience or similar scanning experience
Desirable
- Knowledge of the Data Protection Act
Knowledge
Essential
- Specialist knowledge of UEPR systems (Mobius / Paris / SystemOne etc or equivalent clinical system)
- Evidence of ability to learn new IT systems
Person Specification
Qualifications
Essential
- Good basic education - English and Maths qualifications
- Minimum IT skills to ECDL Qualification or equivalent or relevant experience of Microsoft Word Packages
Experience
Essential
- Minimum of 3 years NHS experience or similar scanning experience
Desirable
- Knowledge of the Data Protection Act
Knowledge
Essential
- Specialist knowledge of UEPR systems (Mobius / Paris / SystemOne etc or equivalent clinical system)
- Evidence of ability to learn new IT systems
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.
