Scanning Services Supervisor

Job Description – Scanning Services Supervisor

Location: Peterborough (UK)

Reports to: Operations Manager London and Central

JOB SUMMARY

The Scanning Services Supervisor is responsible for delivery of efficient operational services for the Crown Information Management Scanning Services business.

The position requires a commercially aware, and operationally knowledgeable individual, to manage day to day running of our Peterborough teams, drive efficiencies and help plan the growth of the business and its service capabilities. You will be responsible for overseeing the Peterborough Scanning bureau which includes teams of approx. 30 permanent and temporary staff, a nightshift operation and equipment including devices from IBML and Kodak.

With targets focussed on managing the team’s growth, efficiency and profitability, the role requires a strong understanding of scanning production backed up by experience of cost control and service improvement. The Scanning Services Supervisor will be required to lead the scanning team and control demand for services to ensure a continual flow of work and to plan for when new projects are brought into the Scanning business. This includes, organising and managing the provision of tasks within the bureau, such as document preparation, scanning, quality control and data input.

A key growth area is the further analysis of the data we host on behalf of our clients and using AI and improved working methods to drive efficiencies and offer new services to our customers. You will need to work in close collaboration with colleagues across Crown to drive the success of these services and the increasingly cross-departmental projects that require them.

You will be expected to provide coordination of all activity and allocate staff accordingly, guaranteeing effective and efficient services to Crown’s customers, both external and internal; within a safe working environment.

Plan and coordinate the timely completion of Business-as-usual operational activities; ensuring that correct levels of competent and trained manpower resource are available every day.

Consistently achieve team productivity & performance targets and be responsible for analysing and investigating matters relating to behavioural/performance of the team

KEY ACCOUNTABILITIESSERVICE DELIVERY

• To organise and control the monthly/weekly/daily workload to be delivered by the Scanning Services Team Leaders and their teams.
• To deliver highest quality of service in line with the requirements of the customer and our own quality standards. Ensure achievement of Customer SLA’s and KPI’s on own site.
• Accurate cost control in line with profitability targets required for monthly and longer-term project commitments.
• Provide effective Management Information to create a clear view of the business’ performance. Introduce dashboards and similar capabilities where a need is identified
• Plan and model the growth and profitability of the scanning business including allocation of human resources, equipment and space.
• Performance monitoring and reporting of KPI’s, SLA’s and quality ensuring that an exceptional level of service is achieved in-line with customer requirements and Crown’s Brand Values.
• Act as functional role model throughout the branch for the operation.
• Successful adoption of the Crown Purpose by team and personally.
• Monitor and improve existing processes through continuous improvement, such as LEAN Six Sigma methodologies.
• Ensuring that all work is completed in-line with the requirements of the relevant formal standard such as ISO27001.
• Ensuring that all work is completed in-line with the requirements of the relevant formal standard such as ISO10008.
• Ensure that day-to-day service provision is undertaken in accordance with the Records Management Operations Manual as set out for ISO 9001 accreditation.
• Where customer orders cannot be met for any reason, this needs to be relayed to the Customer Service Team, Operations Manager or Account Manager and the customer needs to be duly informed.
• Customers must be informed of any operational issues that may affect them.
• Ensure work orders for Scan on Demand services are actioned accurately and in accordance with ISO9001, ISO27001 & ISO10008
• Work with Project Manager and Operations Manager to achieve SLA’s for out-of-scope project work

COMMERCIAL

• Understand cost management, pricing approaches and other necessary requirements to drive profitable business.
• Work with the Finance team to ensure that work in progress and costs are fully visible, highlight, identify key ingredients for growth and any investment in people or infrastructure needed to meet our future needs.
• Achieving the quarterly / annual growth, revenue and margin targets within your control.
• When new work is won, work with all relevant personnel to ensure the scanning solution is delivered to drive revenue and profitability as quickly as possible.

HR/PEOPLE MANAGEMENT

• Manage the Peterborough scanning team with the support of team leader and other staff.
• Lead your direct reports, to deliver high levels of quality service in line with their roles.
• Undertake weekly team meetings with the Scanning Services Team Leaders.
• Support on HR issues where required.
• Co-ordinate role specific staff training to ensure the team is fully trained and following procedures and processes.
• Ensure that standard policies and procedures are rolled out across the site in a timely manner.
• Support introduction of new skills and capabilities to support the introduction of new services.
• Promote, monitor and maintain a good level of security, and work alongside the Hybrid Team Leader and Operations Manager to support Health & Safety across the site.

HEALTH & SAFETY

• Ensure H&S of the branch are maintained and report any issues to Hybrid Team Leader
• Comply with all company ISO audit (internal and external) requirements
• To support weekly fire alarm checks. Noting the break glass location tested together with the date and any relevant comments.
• Work alongside the Hybrid Team Leader to support relevant fire drills
• Support the Hybrid Team Leader to keep the warehouse and yard areas always clean. All in accordance with the site specifications. Advise the Hybrid Team Leader and Operations Manager of any reactive repairs

SITE SECURITY

• Support the Hybrid Team Leader to ensure the daily facility lockdown procedure is monitored & completed according to strict guidelines issued
• Always maintain security of the facility and work with the Hybrid Team Leader to constantly improve awareness and vigilance.

REQUIREMENTS

Personal Attributes

• Located within commutable distance to our Peterborough location
• Approachable, people-oriented manager happy to work on a collaborative basis to get the most from your teams and build a strong, supportive local team culture
• Self-motivated, driven by success and achievement with a high personal energy levels Flexible approach to hours and travel
• Customer focussed with good commercial acumen
• Able to understand and comply with agreed procedures and systems

BUSINESS ATTRIBUTES

• Experience of managing scanning operations
• Experience with Kofax, IBML Suite and other scanning related software
• Ability to create Batch Classes in line with new projects
• Experience with the maintenance of scanning equipment
• Strong supervisory skills with the ability to lead and direct your team including shift and capacity planning.
• Operational supervisory/management experience within a production or scanning services environment.
• Strong knowledge and experience of Microsoft Office applications (particularly Teams, Word, Excel and Access) is essential. Advanced knowledge is highly desirable.
• Knowledge of production planning and modelling approaches/methods.
• Ability to demonstrate successful utilisation and setting of stringent targets and KPI’s
• Ability to build internal and external relationships through problem solving, ownership and follow through.
• An understanding of the Data Protection Act/GDPR.
• Commercial awareness.
• Experience of HR practices, Health and Safety and Quality.
• Excellent verbal and written communication skills.
• Ability to work independently.
• Awareness and understanding of Document Management software solutions to support the growth of innovative scanning propositions.
• Experience and knowledge of Kofax Capture Software and associated Scanning Hardware (IBML, Kodak etc) is essential.
• Experience and knowledge of RSSQL and any other Records Management software is desirable but not essential.
• Prince2®/IPM qualification and/or certifications LEAN Six Sigma/business improvement is desirable but not essential.
• IOSH certification is desirable but not essential

DISCLAIMER

This job description is not meant to be an all-inclusive statement of every duty and responsibility of the jobholder. Certain features of this job are described in the above headings but are not necessarily limited to the above written statements. They may be subject to review. All positions Crown Records Management may include other duties as assigned.

Job Types: Full-time, Permanent

Pay: £40,000.00 per year

Benefits:

• Bereavement leave
• Cycle to work scheme
• Employee mentoring programme
• Enhanced maternity leave
• Enhanced paternity leave
• Health & wellbeing programme
• Life insurance
• Referral programme
• Sick pay

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Peterborough PE3 8YN: reliably commute or plan to relocate before starting work (required)

Work Location: In person