Operations Co Ordinator

2 days ago

Nelson, United Kingdom Scan House Solutions Ltd Full time

**Job description**

Scan House is a state-of-the-art digitisation company that is experiencing tremendous growth and fast becoming the company to follow. It’s a very exciting time for the company as we enjoy building our brand and growing the company to even greater heights.

Scan House has a policy of investing in people, developing skills and supporting hard working, dedicated people to further their careers.

We are looking for an **Operations Co Ordinator **to join a rapidly expanding team in a modern and forward-thinking business. Scan House specialise in processing paper documents to convert them into a digital format. We are currently experiencing significant growth across all our services, and we have recently invested in a new facility in Barrowford.

**About the Role**

This is an exciting new hands-on role that will be responsible for supporting the delivery of digital projects. Working closely with the Operations and Quality Team you will play a critical role in managing the life cycle of each job.

**Key responsibilities include**:
**Main Duties**:

- To interrogate new jobs on registration and organise and prepare samples for customer review
- To assist with the creation and testing of production workflows, with emphasis on efficiencies and customer value, utilising a range of available software and bespoke tools
- To operate as the central point of contact for technical faults and issues and report these into the correct channel i.e. service call
- To collate and report production data throughout the job life cycle
- To liaise with internal and external stakeholders effectively and professionally i.e. Quality Team, Warehouse Team, Shift Supervisors etc.
- To update systems and databases
- To analyse and reconcile data
- To generate a range of weekly and/or custom reports
- To assist with the upload of data into customer environments using a variety of methods according to customer requirements i.e., SFTP, Cloud, Document Management Systems etc.
- To handle both hard and digital requests:
**Hard Requests**:

- Monitor incoming “physically” requested patient records from practices.
- Input requested patient details into Excel.
- Check corresponding surgery’s Inventory, if available, to see what boxes these may be in.
- Enquire with Transport Team regarding the delivery date of these requests.
- Distribute “Picking List” from Excel to the PICKING TEAM and QA TEAM.
- Update inputted patient file status with “Picking”.
- When QA team provides checked “Picking List”, update patient file status as “Actioned” and as “Found” or “Not in box” in Excel accordingly.
- Communicate with the practice which files were “Found” and which were “Not in box”.
- Re-initiate the process for files “Not in box” for practices when new request lists arrive - Depending on urgency.

**Digital Requests**
- Monitor incoming “digitally” requested patient records from practices.
- Input requested patient details into Excel.
- Aim to have these files uploaded within two or three days of the request.
- Distribute “Picking List” from Excel to the PICKING TEAM and QA TEAM.
- Update inputted patient file status with “Picking”.
- When Scanner provides checked “Picking List” with physical patient record, update patient file status as “Actioned” and as “Found” or “Not in box” in Excel accordingly.
- Take files from the Scanner used and OCR them using TIFF JUNCTION.
- Check practice’s requested method of upload in Excel worksheet JOBS DATABASE.
- Place these files in their corresponding surgery’s REQUEST folder.
- Enquire with Upload Team when unable to upload to certain platforms (such as SystmOne, EMIS). Splitting files below 4,500KB with Adobe Acrobat is necessary for SystmOne.
- Communicate with the practice which files were “Found” and which were “Not in box”.
- Re-initiate the process for files “Not in box” for practices when new requests arrive - Depending on urgency.

**Delivery inventories**:

- To create driver inventories to ensure each driver has the correct paperwork to perform their collection duties each day

**Reporting**:

- To report back directly to the customer ensuring their queries and requests have been resolved to the best of Scan House ability

**Other duties that may be assigned include the following**:

- Key holder responsibilities: unlock and lock up the office where required.
- Participate in team meetings and initiatives when required.
- Assist in providing training for new starters.
- Perform other duties as assigned by management.
- Administrative and other related duties as assigned.
- Actively participate in performance improvement activities.

Physical Requirements of the Job: Ability to Lift 15KG.

**Key skills and attributes**

Full training will be provided for the right person, but applicants will need to demonstrate the following:

- A high level of attention to detail
- Excellent technical / IT abilities
-

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