NHS Scotland
Clerical Officer - Health Records
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NHS Greater Glasgow and Clyde (NHSGGC)
NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.
The Role
To support effective clinical care by providing an efficient Health Records and Administrative Service to patients, medical staff, nursing staff and other healthcare professionals. The postholder will deliver comprehensive clerical, administrative and reception support, ensuring patient appointments for outpatient clinics, day cases and inpatient admissions are accurately administered and processed. They will maintain electronic and paper-based patient records, ensuring all information remains confidential, securely stored and readily available when required. The role also involves maintaining accurate patient demographic and administrative information, supporting the delivery of a high-quality, patient-centred service across NHS Greater Glasgow and Clyde.
Duration, Location, and Working Pattern
- Permanent Role - 15.37 Hours
- Location: Queen Elizabeth University Hospital (This is a GGC wide post and can be moved to any location, however initial base will be Queen Elizabeth University Hospital.)
- Working Pattern:
- Wednesday/Thursday 11.30 - 17.00/20
- Friday 11.30 - 16.52/20
Key Responsibilities
The Clerical Officer will provide comprehensive administrative, clerical and reception support to ensure the smooth delivery of patient services. Responsibilities include:
- Maintaining patient confidentiality in line with GDPR and Caldicott principles.
- Operating and updating the TrakCare Patient Management System.
- Managing patient records and electronic tracing systems.
- Dealing with telephone and face-to-face enquiries from patients, relatives, carers, NHS staff and external agencies.
- Preparing and retrieving health records for clinics and admissions.
- Supporting outpatient clinic administration, appointment booking and waiting list management.
- Processing referrals and correspondence.
- Supporting the development of electronic patient records through document scanning.
- Arranging interpreters and follow-up appointments where required.
- Providing reception services across hospital departments.
- Processing requests for access to health records.
- Assisting with major incident procedures and contingency planning.
- Undertaking cash handling and stock checking duties where applicable.
- Promoting NHSGGC values, professionalism and a patient-centred approach at all times.
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Knowledge, Training, Qualifications and/or Experience Required to do the Job
- National 4 or Level 1 qualification in three subjects, including English, or equivalent.
- General administration, office or previous clerical experience is desirable.
- Previous reception experience is desirable.
- Prior experience using a Patient Management System is desirable; however, full training will be provided.
- Computer literate with good keyboard skills.
- Good organisational skills with the ability to prioritise workload and meet deadlines.
- Strong communication skills with the ability to engage effectively with a wide range of professionals, patients and members of the public.
- Good verbal and interpersonal skills.
- Self-motivated with the ability to work independently and as part of a team.
- Ability to work flexibly and use initiative.
- Ability to work effectively under pressure and cope with stressful situations.
- Commitment to ongoing training, development and participation in annual PDP reviews.
- Understanding of confidentiality requirements and data protection principles within a healthcare environment.
What We Offer
We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.
As an NHS Scotland employee, you will be entitled to:
- A minimum of 27 days annual leave, increasing with length of service, plus public holidays
- Membership of the NHS Pension Scheme, including life insurance benefits
- Salary Sacrifice Car Benefit Scheme
- Development opportunities including study bursaries, e-learning and classroom-based courses
- Enhanced pay for working public holidays
- NHS discounts on a wide range of goods and services
- Confidential employee support and assistance, including counselling and psychological therapies
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Interested?
If you would like to find out more, we would love to hear from you.
For An Informal Discussion, Please Contact
- Suzanne Ginley, South Sector Health Records Manager, 0141 452 3491, Suzanne.Ginley2@nhs.scot
- Pamela Evans, Supervisor, 0141 201 1344, Pamela.Evans2@nhs.scot
Details on how to contact the Recruitment Service and the Recruitment Process
This post may close early due to the volume of response. Please submit your application form as soon as possible.
AI Tools Notice
AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.
- Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
- Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
- Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.
Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.
Flexible Working and Equality, Diversity, and Inclusion
- Flexible Working: NHS Greater Glasgow and Clyde recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full-time hours can be accommodated, and where the tenure is listed as “various”, we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.
- Equality, Diversity, and Inclusion: NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.
- Armed Forces Covenant: By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.
Contact Information for Application Issues
For application portal or log-in issues, please contact the in the first instance.
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