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Clerical Officer (Front of House)
Band 2 | Administration Services, Acute & Diagnostic Directorate
Location: DGRI / MHTC
We are looking to recruit a motivated and enthusiastic Clerical Officer to join our Front of House Administration Services team.
This is a key role supporting the day-to-day running of reception services across a range of clinical areas. You will be the first point of contact for patients, visitors, and staff, providing a professional and welcoming service while ensuring accurate and timely handling of patient information to support clinical teams.
Key Responsibilities Include
- Managing telephone and face-to-face enquiries at reception
- Booking appointments, admissions, and clinics
- Supporting clinical teams with administrative and data input tasks
- Preparing and maintaining patient documentation and electronic records
- Coordinating communication across departments and supporting patient flow
About You
- Strong communication and interpersonal skills
- Good IT skills with attention to detail and accuracy
- Ability to prioritize workload and work in a busy environment
- A flexible and team-focused approach with a “can do” attitude
Previous administrative or reception experience is desirable.
Why join us?
You will be joining a supportive team where you can develop your skills and contribute directly to delivering high-quality patient care within NHS Dumfries & Galloway.
We are looking for an enthusiastic and motivated individual to join NHS Dumfries and Galloway’s Acute & Diagnostic Administration team as a Clerical Officer within our Front of House service, based at Dumfries and Galloway Royal Infirmary (DGRI) / Mountainhall Treatment Centre (MHTC).
Role
As a Clerical Officer, you will play a vital role in delivering high-quality clerical and administrative support across multiple areas, including:
- DGRI: Main Reception, Orthopaedics, Outpatients, Oncology, Day Surgery Unit, and Wards
- MHTC: Bay 3 and Ophthalmology Theatres
Your Responsibilities Will Include
- Providing reception, administrative, and clerical support in designated areas
- Working closely with clinical teams to ensure accurate and timely completion of documentation, including discharge paperwork and electronic case notes
- Supporting service objectives by assisting in various areas as required
What We’re Looking For
The ideal candidate will be:
- A team player with a flexible, “can-do” attitude
- Organised and detail-oriented, with strong communication skills
- Self-motivated, enthusiastic, and committed to delivering excellent service
Additional Information
- Full support will be provided by colleagues, Team Leaders, and Administration Services Managers
- PVG clearance is required for this post
- Shortlisted candidates must attend an in-person interview
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For informal enquiries, please contact Julie McAughtrie at Julie.mcaughtrie@nhs.scot
INFORMATION FOR ALL CANDIDATES
To find out more about working with NHS Dumfries and Galloway and for an insight into our friendly, beautiful corner of Scotland, please visit our Work With Us web pages https://www.nhsdg.co.uk/workwithus/
APPLICATION PROCESS - https://www.careers.nhs.scot/how-to-apply/application-process/
Please note that our correspondence method is by e-mail, therefore please ensure you enter your email address accurately. Please check your e-mail regularly (including junk folders) and also your Jobtrain account for updates.
Please contact Jobtrain Candidate Support Hub - https://jobseekersupport.jobtrain.co.uk/support/home for advice and support with any system issues.
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Artificial Intelligence (AI) - Tools like ChatGPT or Copilot can be helpful when planning or preparing your application—but your responses must be written by you. Be authentic: Your application should genuinely reflect your own skills, experience, and motivations. Use AI appropriately: It’s fine to use AI for inspiration or to check spelling and grammar, but it shouldn’t write your answers for you. Why this matters: Applications that appear to rely on AI-generated content may be withdrawn. By applying, you confirm that your answers are based on your personal knowledge and achievements. Tip: Think of AI as a support tool, not a replacement. We want to understand you, not an AI-generated version of you.
CVs - DO NOT upload a CV as this will not be used for shortlisting purposes.
Assessment Form - Within the application, you are required to answer three questions, giving you the opportunity to fully evidence why you are the ideal person for the job. Please ensure these statements are written by yourself and are unique to you. This section times out after 30 minutes. A tip is to build your reply on a Word document and copy and paste into Jobtrain. If you exceed the maximum amount of characters, it will cut your text at this point, please check your information once copied and pasted.
Once you have submitted your application form, you will be unable to make any amendments.
Posts close at midnight on the indicated date, however, please be aware that a vacancy may close early due to the volume of applications, therefore, you should not delay in submitting your application.
If you are a member of staff, please ensure you update your Jobtrain profile to reflect that you are employed by NHS Dumfries and Galloway.
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Staff and patients across Dumfries and Galloway enjoy free, unlimited parking at all our hospital sites.
DISCLOSURE SCOTLAND
Some of our posts may require you to undergo a criminal records check. Changes as of 1 April 2025 to the Protection of Vulnerable Groups (PVG) scheme membership now sees more roles requiring PVG that may not have needed this check in the past. If you are successful in this role, you will be notified which level of check is required by the recruitment team. If you would like to read more information, please visit: Disclosure levels - mygov.scot
EQUALITY AND DIVERSITY
NHS Dumfries and Galloway is committed to encouraging equality and diversity among our workforce, and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Dumfries and Galloway welcomes applicants from all sections of the community.
PUBLIC PROTECTION
Public protection practice encompasses the recognition and management of risk in order to prevent or reduce harm to children, (including unborn babies), young people, and adults. All public protection legislation, and NHS Dumfries and Galloway (NHSDG) policies and guidance are founded on the United Nations Convention on the Rights of the Child and the European Convention on Human Rights, and the principles of these Conventions underpin all NHSDG core business.
Additional Information For International Candidates
RIGHT TO WORK IN THE UNITED KINGDOM
NHS Dumfries and Galloway has a legal obligation to ensure that it does not employ any worker who has not been granted the relevant permission to work in the UK. This permission is without exception granted by the UK Border Agency. We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category.
WORK VISA
If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website: https://www.gov.uk/check-uk-visa
It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or if you require a work visa that the post would be eligible to be sponsored BEFORE submitting your application form. We are unable to provide sponsorship for bank contracts.
UNITED KINGDOM REGISTRATION
NHS Dumfries & Galloway are unable to support OSCE Training for international nurses for vacancies.
Vacancies requiring professional registration require full United Kingdom registration with the appropriate council (e.g., NMC, HCPC, GMC, GDC, etc).
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