Job summary
An opportunity has arisen for a dedicated and motivated individual to join the NWSSP Document Scanning Team, based at Cwmbran House, Pontypool. This post is office-based only, due to the nature of the service provided to our stakeholders. The successful candidate will be required to prioritise workloads effectively within a fast‑paced, target‑driven environment to ensure the delivery of a high‑quality and efficient service to our customers. The post holder will play an important role in supporting the accurate and timely digitalisation of key NHS Wales documentation.
Main duties
The post holder will work as part of an established Document Scanning Team responsible for the registration, preparation, scanning, quality checking and secure destruction of allocated documents, in accordance with departmental procedures and information governance requirements. This is a specialist administrative role, providing digital scanning services to NWSSP and the wider NHS Wales.
* Preparing and scanning prescriptions in line with service standards and targets.
* Preparation & scanning of ophthalmic claims accurately and efficiently.
* Digitising medical records and ensuring that scanned images meet quality and confidentiality standards.
* Maintaining a high level of accuracy and attention to detail to ensure the integrity of scanned information.
* Adhering to all relevant policies, procedures and data protection requirements.
* Supporting colleagues within the team to meet service delivery objectives and deadlines.
About us
At NHS Wales Shared Services Partnership we expect everyone to embrace our values of Listening and Learning, Working Together, Taking Responsibility and Innovating. Our organisation encourages an agile working approach and we pride ourselves on being a learning organisation motivated by continuous improvement. We are committed to creating an inclusive workplace that values equality, diversity and inclusion, focussing on the wellbeing and belonging of our people. Excellent customer service is something we strive for, for both our internal and external customers.
Offering a comprehensive benefits package, there is something for everyone. To find out more about working for us, the benefits we offer and guidance on the application process please visit nwssp.nhs.wales/working-for-us/.
NWSSP works in an agile way where possible; all posts will have a contractual base but as part of agile ways of working that may mean working from home and other locations. We also look at how we balance flexibility with community and how to manage opportunities to learn from each other.
Details
* Date posted: 21 November 2025
* Pay scheme: Agenda for change
* Band: Band 3
* Salary: £25,313 to £26,999 per annum
* Contract: Permanent
* Working pattern: Full‑time
* Reference number: 043‑AC203‑1125
* Job location: NWSSP Document Scanning Team, Cwmbran House, Mamhilad Park Estate, Pontypool, NP4 0XS
* Employer: NHS Wales Shared Services Partnership
Person Specification
Qualifications and Knowledge
* Educated to GCSE C including Maths & English / NVQ2 in relevant field or equivalent experience.
* 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.
* Knowledge of the Health Records Act 1990.
Desirable qualifications
* Minimum of 2 A levels / NVQ3 in relevant field or equivalent experience.
* Manual handling passport B or equivalent.
* Knowledge of digitisation software packages and scanning machines.
Experience
* Experience of working in an office environment.
* Experience of working across divisions and departments.
* Experience of working in a target‑driven environment.
* Experience of working within the NHS (Desirable).
* Experience of digitisation processes including operating and maintaining scanning machines (Desirable).
Skills and attributes
* IT proficiency particularly in Microsoft Outlook, Word, Excel and Access.
* Good knowledge of file management.
* Good written and oral communication skills.
* Ability to concentrate on repetitive tasks without losing accuracy or speed.
* Manual handling competency.
* Ability to work on own initiative or as part of a team.
* Ability to adapt to change.
* Maintain high levels of conduct, professionalism and confidentiality at all times.
* Operating office machinery.
* Ability to identify improvements to internal processes.
* Welsh language skills (desirable, levels 1 to 5).
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.
Certificate of Sponsorship
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. 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.
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