Scanning Operative - Medical Records

Salary: £23,500 per annum

Contract Type: 12 Month Fixed Term Contract (multiple opportunities available with flexibility around contract length)

Security Level: BPSS

Location: Crawley, West Sussex (Our Gatwick Office)

Visa Restrictions: This position does not offer visa sponsorship

We are the UK's aviation and aerospace regulator and recognised as a world leader in its field. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

The Role

To provide scanning services to the Safety and Regulation Group (SARG) Medical for the purpose of electronic retrieval.

As this role requires the handling and processing of sensitive medical records, the duties and responsibilities of this role are required to be carried out at our Gatwick Office, Aviation House and cannot be completed remotely.

Core Accountabilities

• Preparation and scanning of hard-copy documents are accurately recorded on required logging systems (Spreadsheets).
• Accurate uploading of documents and associated contact entries on the CAA Medical Records Systems.
• Provide assistance to colleagues for the purpose of retrieving stored hard copy records.
• Assisting with organising the retrieval of AME Returned Records.
• Keeping the stored hard copy records in accordance with the CAA’s obligations under the General Data Protection Regulations.
• Liaising with the medical records teams to ensure that the records prepared to scan is consistently of a high standard.

Performance Indicators

• Service levels are maintained.
• Work is prioritised according to business requirements and workload.
• Prompt and accurate advice and assistance given to colleagues.
• Recording of scanned documents is accurate to enable electronic retrieval by staff for business purposes.
• Personal data contained in the records storage areas and those held electronically is protected from unauthorised access and that all visitors are accompanied at all times.

About You

To be considered for the role you must have:

Essential

• Good standard of education to include, English and Maths.
• Well versed in all IT Microsoft packages and able to collate and analyse information.
• Must have a proven “can-do” attitude.
• Willingness to work flexibly in response to changes in priority and under pressure.
• Demonstrated ability to use initiative and discretion.
• Proven reliability and commitment.
• Good communication skills.

Desirable

• Experience in scanning services, equipment and systems.
• Ability to build and retain knowledge of documentation needing to be scanned and the purposes for which it is required.

Additional Information

For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles the post holders must undergo National Security Vetting and achieve the appropriate level of clearance.

To be vetted you must have the right to work in the UK so that meaningful checks can be undertaken.

If you do not meet these requirements, we may not be able to accept your application.

For more information on BPSS clearance please visit - BPSS clearance

The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

Relocation & Property

The CAA will be relocating from Aviation House (Our Gatwick Office) to new premises in a few years’ time. Our move is driven by strategic, operational and environmental considerations.

We will be moving to a new local home, up to a 15-mile radius of Aviation House, to minimise disruption for our valued colleagues and customers.

We are now working with colleagues and visitors to understand what we need in our new office, before we start our property search. We will sell Aviation House and land, vacate the site and move to new premises, but we do not expect to move before 2028

Inclusive Recruitment

We are passionate about diversity and ensuring all are included at the CAA. We are an equal opportunity employer and actively encourage applications from candidates of all backgrounds.

As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview. We use fair and inclusive selection approaches to hire the best person for the job based on merit alone. If you require an adjustment for any reason, please let us know.

Working With Us

We are on a journey towards being increasingly adaptable, where our colleagues collaborate as part of cross-functional teams. This approach ensures we never stop learning together. It also means that you may become involved in activities that take you out of your day-to-day role, providing you with opportunities to develop and grow your career with us.

We have embraced hybrid working and offer flexible working patterns, being open to having a conversation about what works for you. We know where and when we work is important in achieving a work-life balance.

We offer a range of excellent benefits such as flexible working arrangements, free onsite gym at Gatwick, discounted gym membership for London, 28 days annual leave, additional 5 days leave purchase scheme, a generous pension scheme and much more!

Our Values

Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here

Closing Date: Friday 18th July 2025

Interview Date: W/C Monday 28th July 2025

Please note – any successful candidates would be expected to start the role on Monday 15th September 2025.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

No recruitment agencies please.