Job overview
Preparation and Scanning Officers Band 2
There are seven positions being advertised on a 12 month Fixed Term Contract (July 2026 to July 2027):
Full or part time hours will be considered but staff must be available to work during the operating hours of the service which are 6am - 6pm Monday to Friday and occasional weekends from 8am - 2pm.
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. This is recognised through our weekly Glimpse of Brilliance nominations and annual We Celebrate awards.
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
Detailed job description and main responsibilities
JOB DESCRIPTION:
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 the UK 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.
AHP - Return to Practice Job Advert information. This role may be suitable for individuals Returning to Practice. Please speak to the recruiting manager for more information.
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 £6.50 = £28.00 Deducted from salary over a 4 month period or a one-off payment.
Enhanced Check: £49.50 + administration cost of £6.50 = £56.00 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
Knowledge
Essential
- • Knowledge of UK GDPR (General Data Protection Regulation 2016 and Data Protection Act 2018)
- • Knowledge of confidential issues
- • Operational knowledge of document scanning and hardware up to competent level.
- • Knowledge of patient administration system and case notes procedures
- • Knowledge of NHS
Desirable
- • Understanding of Medical Records Service
- • Experience in a busy working environment.
- • Telephone experience
Experience
Essential
- • Working in an office environment
- • Managing filing systems.
- • Working to deadlines
- • Use of IT systems.
- • Microsoft office packages.
- • Adequate technical skills to be able to adapt to the use of scanners, electronic document management system which will be tested via interview process.
Desirable
- • Experience of working in hospital based Health Records or related service within the National Health Service
- • Experience of the use of the equipment (scanners, iFIT application to track paper health records)
- • Experience in the use of the SilverLink PAS applications
- • Experience 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
- • NVQ 2 in relevant admin related subject or equivalent experience
Desirable
- • Health Service Records qualification.
- • Microsoft Office Skills Training (MOST) qualification or IT qualification
Other requirements
Essential
- • Ability to move heavy loads, bend and stretch to facilitate filing of records
- • Ability to work efficiently as part of a multi- disciplinary team
- • Presents self as courteous, respectful and helpful
- • Alignment to Trust Values and Core Behaviours
Skills and Aptitudes
Essential
- • Methodical worker.
- • Ability to concentrate and work accurately.
- • Work well as part of a team.
- • Ability to work unsupervised.
- • Good keyboard skills to enable accurate data capture
- • Excellent interpersonal skills for effective communication with colleagues both inside and outside the department.
- • Ability to communicate with members of the public, all staff and health care providers
- • Frequent and accurate concentration on the accuracy of the scanning process from preparation through to scanning.
- • IT skills in Widows based applications
Desirable
- • Good knowledge and skills in the use of NHS computer technology
- • IT skills/keyboard skills
Personal Circumstances
Essential
- • Willing to develop and learn new skills and knowledge appropriate to the role.
- • Good organisational skills to provide a timely and accurate service for all customers.
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Applying for this NHS job
This advert is for Preparation and Scanning Officer with North Cumbria Integrated Care NHS Foundation Trust in Carlisle, North East and Yorkshire, England. It is listed as a Band 2 Administrative and IT role. The advertised salary is £25,272 Per Annum Pro Rata. The contract type is 12 months (Fixed Term). The application deadline is 16 Jul 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (02 Jul 2026) to decide whether this role fits your current NHS job search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
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