Job description

Job title:File Management and Scanning Officer

Reporting to:Business Manager

Job family:Business and Regulatory Stakeholder Support

Pay level:B1

Role purpose

Responsible for acquiring, arranging, maintaining and controlling the directorate’s documentary resources, namely case files as well as collating, maintaining and controlling internal and external correspondence of case files. To ensure the integrity of the physical library, the Electronic Database Record Management system (TRIM and CMS) and any library specific location monitoring systems. To assume responsibility for the archiving and retention process of the directorate and to lead the directorate in it’s scanning responsibilities.

Key accountabilities

Filing and maintaining paper records

  • Suggest new and robust systems to ensure library integrity.
  • Find and retrieve case files in response to requests from case officer and in house lawyers.
  • Aid in filing and retention of correspondence in response to requests from Case Management team and Regulatory Legal Team.
  • Search for and locate missing case files in order to uphold an accurate filing system.
  • Keep records of all case files removed, using the electronic systems.
  • Ensure that files are filed according to the numerical system.
  • Respond to queries about records and files.
  • Ensure closed case files are sent for retention and destruction according to the guidelines of the department.
  • Ensure security and integrity of the case files and the cabinets at all times.

Scanning

  • Prepare and scan documents using the KOFAX software in accordance with NMC and departmental procedures.
  • Record metadata into the Electronic Database Record Management system (TRIM and CMS).
  • Quality control scanned images in accordance with the NMC and departmental procedures before releasing them for use.
  • Inform the Case Officers when documents have been scanned.
  • Destroy the paper copy according to the guidelines of the department after they have been scanned.
  • Ensure the work area is cleared of all confidential materials when not in use.
  • Maintain scanner (routine non-technical maintenance) as per SOP
  • Ensure that any technical faults are logged with the IT Support team and scanner is returned to the service within agreed timelines

Communication

  • Resolve general and specific enquires from NMC staff and external stakeholders. Act as first point of contact for FTP staff.
  • Liaise, to ensure a smooth running of the filing system, escalating where necessary.
  • Liaise across departments and externally on issues relating to the filing system.
  • Assist with CHRE or other organisations conducting file audits.
  • Produce reports as requested for management information.

Training and support

  • Arrange training for new employees.
  • Ensure necessary library and scanning equipment is ordered, maintained and properly stocked.
  • Assist junior staff members in library essentials, techniques and filing best practice.

Standard responsibilities

There are a number of standard duties and responsibilities that all employees, irrespective of their role and level of seniority within the NMC, are expected to be familiar with and adhere to.

  • Comply at all times with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.
  • Promote and comply with NMC policies on diversity and equality both in the delivery of services and treatment of others.
  • Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act 1998 and its amendments.
  • Comply with NMC protocols on the appropriate use of telephone, email and internet facilities.
  • Comply with the principles of risk management in relation to individual and corporate responsibilities.
  • Comply with NMC policies and procedures as compiled on the organisation’s intranet.

This job description is not exhaustive and as such the post holder is expected to be flexible. Any changes will only be made following a discussion with the post holder.

Person specification

Job title:File Management and Scanning Officer

Qualification and experience

  • Educated to A level or relevant work experience
  • Experience of library work, case files or records and archiving
  • Experience of working with scanners and Electronic Database Record Management software
  • Experience of working in a customer service environment
  • Experience of training or coaching junior staff

Knowledge, skills and abilities

  • Highest level of accuracy and attention to detail
  • Proven knowledge of numerical filing systems
  • Fully proficient Microsoft Office skills, including MS Excel spreadsheets
  • Excellent interpersonal skills with the ability to liaise across the departments and externally
  • Good written and oral communication skills
  • Ability to work towards tight deadlines and targets
  • Ability to plan and prioritise a variety of tasks with conflicting demands in order to adapt to changing work requirements
  • Highest level of confidentiality whilst working with sensitive information and aware of Data Protection Act and Freedom of Information Act.

Personal qualities

  • A self-starter who is flexible, highly motivated and proactive
  • An enthusiasm for learning and utilising new skills and approaches
  • Can confidently work under how direction when required
  • A good team player
  • A commitment to and understanding of the importance of equality and diversity within the environment that the NMC operates

Fitness to PractiseApril 2014Page 1 of 5