Scanning and Indexing Assistant

Do you have an eye for detail and a willingness to learn? We’re looking for an organised and motivated individual to join our busy Scanning and Indexing team — a vital part of the Council’s Revenues and Benefits service.

Supporting the Council Tax and Business Rates, Benefits & Financial Welfare, and Corporate Debt teams, you’ll help manage a high volume of documents for over 122,000 council tax properties, 6,400 business rates accounts, and 17,000 benefit claims. Your work will ensure the smooth and secure handling of both physical and electronic records, helping frontline services operate efficiently while meeting data protection requirements.

Key Responsibilities

• Deliver a specialist scanning and indexing service for both physical and electronic documents.
• Support data processing activities including downloading and managing files.
• Handle queries efficiently and courteously, providing accurate information to internal stakeholders.
• Perform general administrative tasks such as post collection and delivery.
• Maintain up-to-date records and ensure compliance with data protection and confidential waste requirements.
• Contribute to service plan objectives and participate in performance appraisals and development activities.
• Promote diversity, inclusion, and health and safety standards across all aspects of the role.

What we are Looking For

• Strong administrative and organisational skills with attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
• Experience in scanning and indexing various types of information.
• Understanding of customer needs and managing expectations.
• Ability to remain calm under pressure and work effectively as part of a team.
• Ability to manage sensitive information with confidentiality and professionalism.
• Good communication and interpersonal skills.
• Understanding of GDPR, equality and diversity, and safeguarding responsibilities.

The successful post holder will be subject to a standard DBS check.

If you would like to have an informal discussion with the recruiting manager please call Craig Back on 01634 333729

Career Progression Frameworks (CPF) have been introduced for all roles at Medway Council. These frameworks provide a mechanism for employees to take ownership of their development within their post and be rewarded accordingly. This means that the salary you will be offered will be at level A unless, based on an assessment against the CPF criteria, you demonstrate that you are meeting the criteria of level B or C. There will be further opportunity once in post to progress from level A to B, and B to C.

When writing your application, it is important to ensure you identify your suitability against the requirements of the job profile, as this information will be used for shortlisting and may contribute to the CPF assessment. Your application may be rejected if the minimum required criteria is not met. Further information relating to the requirements for this role can be found in the CPF Guidance document attached.

The person specification of a job profile is split into three levels:

Level A details the essential criteria that all applicants must be able to demonstrate through their application and interview.

Level B details the developed competencies that an individual who is practised in this role would be able to demonstrate and will be a progression of knowledge, experience and skills from level A.

Level C requires the highest level of competence and applicants would need to fully meet and demonstrate all aspects of the job profile, including qualifications, knowledge, skills and experience.

Level A

Finance and Business Improvement are seeking a Scanning & Indexing Assistant to join the team at level A. This is the entry point of the role, so you will need to be able to demonstrate the relevant knowledge, experience and skills to get you started, but you will be supported to develop in your role through induction, probation and a supportive Performance Appraisal and Career Conversation. All elements of level A listed within the person specification are essential. Through your induction you will be introduced to the Career Progression Framework (CPF), which will help you to identify your areas of strength and any development needs.

Important Information-

Applicants must be able to demonstrate all essential requirements as listed in the job profile

For further information, and for details of the benefits of working for Medway Council, please refer to the Medway information pack available as a download or to view online.

Please be advised that if you are not contacted within 3 weeks of the advert closing date then you have not been shortlisted. All recruitment correspondence, including interview letters and contracts of employment will usually be sent out via email.

Please visit http://www.mindfulemployer.net/ for information on how Medway Council put good practices in place to ensure employees and job applicants who declare mental health issues receive the right level of support.

We reserve the right to close this vacancy at any time prior to the closing date.