Scanning Operative - Medical

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Date: 24 Feb 2026

Location: Gatwick, GB

Salary: Starting salary - £23,500 per annum

Contract Type: 12 Month Fixed Term Contract (Full Time and Part Time options available)

Security Level: BPSS

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.

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.

• 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.

• 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.

• 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.
• 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.

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.

BPSS – 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.

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.

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

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.…