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Scanning Clerk Job Description

What does a Scanning Clerk do?

A Scanning Clerk is responsible for digitally scanning and archiving documents for an organisation. They operate scanning equipment, adjust settings as necessary, and ensure that each scanned document is accurate and legible. Scanning Clerks must also maintain the scanned documents and ensure that they are properly filed and easily accessible. They may work with a variety of documents such as contracts, invoices, and records. Scanning Clerks must be detail-oriented, proficient with computers, and have good organisational skills.

Our Scanning Clerk job description includes the Scanning Clerk responsibilities, duties, skills, education, qualifications, and experience.

Scanning Clerk Example

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If you need an example job description for a Scanning Clerk download the one below, alternatively we have many other Office Administration job description samples and a job description library with over 3000 job descriptions templates that you can download for free.

What does a Scanning Clerk do?

A Scanning Clerk is responsible for operating machinery to scan documents, ensuring that all documents are accurately scanned and filed. The Scanning Clerk must have a good eye for detail, as they are responsible for verifying the information they input into the system is correct. They must also be able to ensure that documents are scanned in the correct order and with the right settings. The Scanning Clerk must be able to identify any potential errors and rectify them immediately. They must also be able to work independently and efficiently, as they are often responsible for managing their own workload.

Scanning Clerk Role Purpose

The purpose of a Scanning Clerk is to provide efficient and accurate scanning and data entry services to the organisation. This involves using computerised scanning and data entry equipment to accurately capture data from documents, invoices, receipts, and other materials. The Scanning Clerk is also responsible for ensuring that documents are scanned and entered correctly, and that files are kept up-to-date and properly organised. Scanning Clerks must adhere to all relevant data protection laws and regulations, and ensure that data is correctly handled and stored securely.

Scanning Clerk Role

A Scanning Clerk is responsible for operating scanners to read, store, and track customer documents and data. They ensure the accuracy of data and documents by verifying information, troubleshooting any issues, and providing customer assistance.

Scanning Clerk Duties

  • Accurately scan documents into computer systems
  • Maintain the organisation and filing of scanned documents
  • Assist with the maintenance of office equipment
  • Update records and databases
  • Perform administrative duties
  • Check accuracy of scanned documents

Scanning Clerk Requirements

  • Handle customer inquiries in an efficient and professional manner
  • Process incoming and outgoing documents and packages
  • Organize incoming and outgoing mail
  • Organize filing systems and documents
  • Input data accurately and efficiently

Scanning Clerk Skills

  • Operating scanners
  • Processing documents
  • Data entry
  • Organizing paperwork

Scanning Clerk Personal Traits

  • Attention to detail
  • Organisational skills
  • Accuracy
  • Ability to work quickly and efficiently

How to write a Scanning Clerk Job Advert

Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.

A job description informs the reader about a job, whereas a job advert’s main objective is to sell the job opportunity to attract as many suitable applicants possible. A job advert maybe the first touch-point a candidate has with your company so it is important to create a great impression.

Job Advertisements should enticing, so considering using short, exciting language which get the reader’s attention.

How to write a Scanning Clerk Job Description

To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.

Job Description Advice - Guidance on How to Personalise a Scanning Clerk Job Specification

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

Job Description Tips - Help on formatting a Scanning Clerk Job Specification

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company's culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.

How to Hire a Scanning Clerk

Once you have selected your Job Description download it or convert it to a Job Advert. From here you can post/advertise your job across our network of job boards. If you wish to use the job description for a CV Template click through for advice and Convert to a CV

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