NWSSP Legal & Risk Services
Document Scanning Manager
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If you are looking to join NWSSP, please see the additional information below that may be of interest to you:
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Our “Benefits” video has been created to highlight and showcase some of the benefits of working for the NHS and NWSSP:- https://youtu.be/zX3x046SDhg
The “Tops Tips – Be Yourself” video has been designed to support candidates applying for roles with NWSSP. We have outlined 8 key steps to help candidates articulate their capabilities and experience when completing applications with NWSSP. https://youtu.be/qe3ibY8b6m4
Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.
The salary scale for a Band 3 has been adjusted as part of the NHS Agenda for Change pay award for 2026/2027 and will be implemented in August 2026 backdated to 01 April 2026 where applicable.
Job Overview
An exciting opportunity has arisen for an experienced and motivated manager to lead our Document Scanning Team within Primary Care Services at NWSSP.
This is a pivotal operational management role responsible for overseeing the delivery of business-critical document scanning services that support NWSSP PCS and NHS Wales. In addition to managing the Document Scanning Team, the post holder will provide managerial support for Print and Post Room Services and the EPS Smartcard Team, ensuring high-quality, efficient and compliant service delivery across all areas. As a manager you will work closely with internal and external stakeholders across NWSSP and NHS Wales stakeholders, providing expert advice, managing performance, driving continuous improvement and ensuring service targets are consistently achieved.
We are looking for an individual with excellent leadership, communication and organisational skills who can effectively manage competing priorities within a fast-paced operational environment. Experience of managing teams, analysing performance information and delivering service improvements is essential.
This is a hybrid working role. Attendance at the office is required for a minimum of three days per week, together with additional on-site support as required to ensure effective operational cover.
Main duties of the job
The Document Scanning Manager is responsible for the operational management of the Document Scanning Team, Print and Post Room Services and EPS Smartcard Team within Primary Care Services.
The role oversees large-scale document scanning operations supporting NWSSP and NHS Wales, including the delivery, preparation, and scanning of Pharmacy contractor, prescribing and dispensing GP practice prescriptions alongside ophthalmic claims, medical records and other business-critical information to dedicated time frames.
The post holder will provide management to operational teams, ensuring service targets, quality standards and performance objectives are achieved. They will manage staff performance and development, lead continuous improvement initiatives, oversee resource planning and ensure the effective use of scanning technology and associated systems.
Working collaboratively with stakeholders across NHS Wales and external organisations, the post holder will provide specialist advice and support on document scanning services, records management and operational processes.
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The role requires a proactive and adaptable manager with strong communication, analytical and organisational skills, capable of managing competing priorities within a complex and fast-paced operational environment.
Working for our organisation
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 https://nwssp.nhs.wales/working-for-us/
NWSSP work 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.
Detailed Job Description And Main Responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac
Person specification
Qualifications And Knowledge
Essential criteria
- Educated to degree level or able to demonstrate equivalent relevant experience.
- ILM Level 5 Management qualification or equivalent leadership/management experience
- Sound knowledge of Prescribing Services, key stakeholders, and partnership organisations
- Knowledge of Velindre Trust policies and procedures, with a clear understanding of Data Protection and Information Governance requirements
- Knowledge and practical experience of data collection, interpretation, and analysis techniques to support reporting and service improvement
Desirable criteria
- Understanding of the NHS Wales environment, including organisational structures, stakeholders, and system interfaces
Experience
Essential criteria
- Substantial experience working in a busy, pressurised clerical or production environment, demonstrating accuracy, pace, and resilience.
- Extensive experience of working within Primacy Care Services - Prescribing Services or a closely related NHS service area
- Proficient experience in the effective use of Microsoft Office applications (e.g. Word, Excel, Outlook) to support data handling, reporting, and service delivery
Desirable criteria
- Experience of working within Document Scanning Team or similar NHS operational environment.
- Experience using performance management tools to monitor, analyse, or report on service delivery.
- Experience of working with scanners/machinery
- Experience of use of a bespoke data captures system.
- Experience of working collaboratively with a wide range of partner organisations, delivering effective customer care across service boundaries
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Skills and Attributes
Essential criteria
- Self-motivated and adaptable, leading by example and responding positively to change
- Builds and maintains effective professional relationships with stakeholders and teams
- Communicates clearly and confidently across a range of audiences and formats.
- Committed to continuous professional development for self and others.
- Motivates, supports, and influences others to achieve service objectives
- Exercises sound judgement in complex or sensitive situations, ensuring fairness and consistency.
- Prioritises competing demands effectively, maintaining quality under pressure.
Desirable criteria
- Experience or understanding of project management principles
- Ability to demonstrate strategic thinking and contribute to service development
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
We are committed to flexible working and equal opportunities.
If you are short listed for interview you will be contacted by email using the email address with which you registered. Please ensure that you check your email account regularly.
Prior consideration for this vacancy will be given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.
When applying for this post it is essential that you read the Job Description and Person Specification (where available) and demonstrate how your skills, knowledge and experience meet the requirements of the person specification. Only candidates who clearly demonstrate how they meet the person specification will be shortlisted.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
Applicant requirements
Welsh language skills are desirable
Documents to download
- JDPS English (PDF, 298.3KB)
- SDMP Cymraeg (PDF, 299.5KB)
- OH Form - IG Ffurflen (DOCX, 103.3KB)
- NWSSP Recruitment Services Privacy Notice (PDF, 404.2KB)
- NWSSP - About Us (PDF, 6.6MB)
- NWSSP - Our Benefits (PDF, 490.4KB)
- NWSSP - Buddion (PDF, 458.9KB)
- PCGC -Amdanom (PDF, 6.7MB)
- Guidance Notes for Applicants (PDF, 322.5KB)
- Integrated Medium Term Plan 2025-2028 (PDF, 15.1MB)
- Integrated Medium Term Plan 2025-2028 - Cymraeg (PDF, 18.0MB)
Further details / informal visits contact
Name Lydia Courtney
Job title All Wales Processing and Professional Service Lead
Email address Lydia.Courtney@wales.nhs.uk
Telephone number 0292150
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