document control, scanning and records officer

Job description

Job title: Document Control, Scanning and Records Officer

Grade: Manchester Level 5

Directorate: Resources and Quality Assurance

Section: Information Systems

Location: Manchester

Reporting to: Head of Information Security and Records Management

Job purpose

To provide document control and centralised scanning support to business areas, ensuring

that information, including paper based legacy material stored offsite is processed,

managed and made readily available to GMC staff to agreed quality and service standards.

Main responsibilities

1 To ensure efficient retrieval and distribution of paper based records by monitoring

orders made by users on the GMCs electronic records management system.

2 To prioritise key document management activities including the identification, sorting

and preparation of documents for scanning to GMC systems.

3 To index records to the agreed guidelines using the GMCs electronic records

management system, ensuring quality standards are met and that records are

processed and available when required.

4 To ensure records are delivered and returned to off-site storage within agreed service

levels and to liaise with our off-site storage provider regarding deliveries and

collections as appropriate.

5 To respond to queries in an efficient, courteous and helpful manner, effecting

resolutions or escalating as appropriate.

6 To ensure that sufficient resources are in place to operate effectively by monitoring

levels of resources and ordering when required.

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7 To work in accordance with established business/systems methods and quality

standards ensuring that QA processes are followed and any corrective action is taken.

8 Identify opportunities for improved ways of working. Take the lead on reviewing and

revising processes and procedures, the production of guidance and its

implementation.

9 To identify and resolve issues as they arise, ensuring that these are prioritised to limit

the impact on key business areas and activities.

10 To assist with any scanning and records system development projects, providing

analysis reports, identifying potential issues and system testing where required.

11 Any other reasonable duties as may be assigned from time to time.

February 2015

Key skills







Key skill 1 technical knowledge and skills

a Proven experience in using high volume industry standard document scanning

equipment and software such as Kofax is essential.

b Effective use of IT systems. MS Word, MS Excel and MS Outlook are widely used,

as is the GMCs bespoke records management database.

c Experience of electronic document and records management (EDRM) is essential.

d To have a very high awareness of maintaining confidentiality and security of

documents.

Key skill 2 interpersonal skills

e The post holder will interface with staff at all levels across the GMC and must have

experience of building working relationships with external service suppliers.

f The Document Control, Scanning and Records Officer will liaise with external

service providers and must have experience of building working relationships with

external service providers.

g The post holder will be able to demonstrate excellent customer service skills and

the ability to respond positively and creatively to the needs of others whilst

working to service standards.

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h The ability to work constructively as part of a team supporting others as

appropriate, work on their own initiative and accept feedback from colleagues

across the organisation.

Key skill 3 organisational skills

i The post holder must be able to prioritise their workload and manage a number of

different tasks whilst maintaining a high degree of accuracy and attention to

detail.

j Ability to work within service level agreements in a document control environment.

k Ability to identify and resolve scanning and records management issues in a timely

and effective manner.

Key skill 4 communication skills

l The post holder will provide advice and guidance on scanning procedures and

records management issues to staff members throughout the organisation and

must be able to communicate clearly, accurately and concisely on a wide range of

queries through both verbal and written communication and to be able to tailor to

a variety of audiences.

m To be able to present arguments in a fluent and persuasive manner and

participating actively in team meetings.

Key skill 5 innovation and problem solving skills

n Use innovation to suggest scanning procedure and records management

improvements to both individual and team processes, ensuring that improvements

are continually fed into team discussions.

o The post holder will require a high level of initiative and decision making to ensure

appropriate decisions are made retaining consistency with the established

guidelines and records management best practice.

February 2015

Terms and conditions







The following terms and conditions apply to this post.

Salary range 20,665 to 26,931 with an exceptional maximum of 29,636.

Annual leave 25 days a year, increasing by one day for each year of service

up to a maximum of 30 days. You are required to use up to two

of these days should the GMC decide to close its offices over

Christmas.

Pension Our workplace pension is the GMC Group Personal Pension Plan,

which is operated by Aviva. This is defined contribution scheme

where members pay a minimum contribution of 2% of salary

though a salary sacrifice scheme. The GMC also makes a

contribution. You can choose to join the pension scheme as

soon as you start work at the GMC. But if you dont opt in

straight away, you be automatically enrolled if you are eligible

and most people working at the GMC will be eligible.

Other benefits Private medical insurance with AXA PPP. Health checks with BMI

Health Services. Employee assistance programme with AXA

ICAS. Cycle to work scheme. Childcare voucher scheme.

Hours of work 35 hours a week, between 8:00 to 18:00, Monday to Friday.

Location 3 Hardman Street, Manchester, M3 3AW.

document control, scanning and records officer

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