Job summary
Document Scanning is a specialist function providing scanning solutions to NWSSP and the broader NHS Wales.The team are responsible for the registration, preparation, tracking, scanning, quality checking and destruction of all allocated documents in Wales, which are essential for further processing departments. This also involves the checking, verifying and rectifying any errors within the scanning process, inputting data in preparation for scanning, data indexing and post scanning processing. Ultimately the team are responsible for the accurate and correctly indexed delivery of electronically digitised information and data to customers such as but not limited to;other departments in NWSSP, Welsh Government, Dispensing Contractors, Health Boards and other NHS bodies.
Main duties of the job
The post holder will be required to carry out a range of duties, ensuring that documents are prepared, indexed, scanned, stored and retrieved. The post holder will use various scanning machines and bespoke software. There is an on-going requirement to exert physical effort, lifting, carrying and pushing document batches (which can weigh up to 15 kg) throughout every shift.The successful candidate will be part of an overall team that ensuresdocumentsare captured as accurately and precisely as possible, within a set time period. You will needbe able to demonstrate:-A methodical approach to work with an attention to detail.The ability to work within a team environment.The ability to work to tight deadlines.Flexible and responsive to change.
The team is situated on two sites; Cwmbran House, Mamhilad and Companies House, Cardiff. This advert is for the Mamhiladsite.The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
This post is fixed term/secondment for 14 months until 31/03/2025 due to secondment cover. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
About us
We have high standards and expect everyone to embrace our values of Listening & Learning, Working Together, Taking Responsibility & Innovating, whilst ensuring trust, honesty and compassion are implicit in everything that we do. We are adaptable, agile and flexible and pride ourselves on being a learning organisation - one where it is safe to make mistakes, where blame is replaced by opportunity, learning and improvement. Innovation is built into everything that we do. We recognise our people regularly and have an Appreciation Station, to encourage staff to applaud exemplary behaviour in one another, alongside an Annual Staff Recognition Award ceremony aligned to our values. We respect and value our people and strive for a culture of compassion and inclusivity. We are a bilingual organisation, and we have a team of Change Champions who advocate 'This is Our NWSSP' our principal change programme. Similarly, PROUD is our new staff network welcoming LGBT+ colleagues and allies to come together in a safe space for discussions, event planning and the opportunity to build supportive networks. We have a comprehensive benefits package where there is something for everyone, supporting health, engagement and wellbeing and includes an Employee Assistance Programme. We have over 30 Mental Health First Aiders and work in partnership with local and national organisations to ensure the well-being and resilience of our people.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Person Specification
Qualifications
Essential
- GCSE Inc Maths and English or NVQ2 in relevant field or equivalent experience
Desirable
- 2 A levels or NVQ3 in relevant experience
- Manual Handling Passport B or equivalent
Skills and Attributes
Essential
- IT Proficient microsoft suite
- Good knowledge of file management
- Repetitive tasks without losing accuracy and speed
- Effective time management and organisational skills
- Good written and oral communication skills
- Ability to work on own initiative or as part of a team
- Maintain high levels of conduct , professionalism and confidentiality at all times
- Be considerate and respectful of each other's opinions
- Ability to adapt to change
- Ability to establish good working relationships with colleagues and customers
- Positive attitude with the ability to respond to conflicting demands
Desirable
- Resourceful
- Presentation skills
- Operating office machinery
- Ability to identify improvements to internal processes
Experience
Essential
- Office environment
- Working across divisions and departments
- Target driven environment
Desirable
- Digitisation processes including operating and maintaining scanning machines
- Working within the NHS
Knowledge
Essential
- Knowledge of digitisation and the processes involved
- Awareness of the Service and its customers within NWSSP
- knowledge and understanding of ; The Data Protection Act 1998, The Health Records Act 1990, The Caldicott Principles
Desirable
- Knowledge of digitisation Software packages and Scanning machines
Person Specification
Qualifications
Essential
- GCSE Inc Maths and English or NVQ2 in relevant field or equivalent experience
Desirable
- 2 A levels or NVQ3 in relevant experience
- Manual Handling Passport B or equivalent
Skills and Attributes
Essential
- IT Proficient microsoft suite
- Good knowledge of file management
- Repetitive tasks without losing accuracy and speed
- Effective time management and organisational skills
- Good written and oral communication skills
- Ability to work on own initiative or as part of a team
- Maintain high levels of conduct , professionalism and confidentiality at all times
- Be considerate and respectful of each other's opinions
- Ability to adapt to change
- Ability to establish good working relationships with colleagues and customers
- Positive attitude with the ability to respond to conflicting demands
Desirable
- Resourceful
- Presentation skills
- Operating office machinery
- Ability to identify improvements to internal processes
Experience
Essential
- Office environment
- Working across divisions and departments
- Target driven environment
Desirable
- Digitisation processes including operating and maintaining scanning machines
- Working within the NHS
Knowledge
Essential
- Knowledge of digitisation and the processes involved
- Awareness of the Service and its customers within NWSSP
- knowledge and understanding of ; The Data Protection Act 1998, The Health Records Act 1990, The Caldicott Principles
Desirable
- Knowledge of digitisation Software packages and Scanning machines
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).
