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

and preparation of documents for scanning to GMC systems.
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.
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.
To respond to queries in an efficient, courteous and helpful manner, effecting

resolutions or escalating as appropriate.
To ensure that sufficient resources are in place to operate effectively by monitoring

levels of resources and ordering when required.
To work in accordance with established business/systems methods and quality

standards ensuring that QA processes are followed and any corrective action is taken.
Identify opportunities for improved ways of working. Take the lead on reviewing and
revising processes and procedures, the production of guidance and its
implementation.
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
Job title:
Grade:
Manchester Level 5
Directorate:
Section:
Information Systems
Location:
Manchester
Reporting to:
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.
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.
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

Job title:
Grade:
Manchester Level 5
Directorate:
Section:
Information Systems
Location:
Manchester
Reporting to:
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.

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