NHS Scotland
Clerical Officer - Health Records
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Clerical Officer - Health Records
Health Records Assistant – Fixed Term Until 21/03/2027
NHS Greater Glasgow and Clyde (NHSGGC) in partnership with the Royal Hospital for Children is seeking an excellent Health Records Assistant to support clinical teams with efficient and responsive health records management.
A prominent Scottish NHS provider, NHSGGC serves over 1.15 million residents (and 2.2 million when including regional care) across acute, mental health, primary, and community services. This non-clinical but critical role ensures administrative excellence, confidentiality, and seamless coordination of patient records.
About the Role
The Health Records Assistant at the Royal Hospital for Children (Glasgow) will:
- Expedite outpatient, day-case, and inpatient record processing.
- Maintain accurate, confidential, and up-to-date electronic (TrakCare) and paper patient files.
- Administer appointments, correspondence, and seating logistics.
- Liaise with patients, staff, and external agencies.
- Scan documents and manage sensitive health records under GDPR compliance.
This vital role blends back-office support with frontline administrative care, requiring attention to detail, **cl Headlines blurred in the original; please ensure all sections are clearly separated below.
Key Responsibilities
Patient Record & Information Management
- Ensure GDPR and Caldicott-compliant patient confidentiality.
- Use TrakCare (Patient ManagementSystem) to update demographic data and tracker systems.
- Organise electronic and physical records, including scanning workflows.
- Arrange inpatient admission records and outpatient clinic folders.
- File and distribute records for ward, emergency department (ED) use.
- Handle access requests for official health record disposal under GDPR.
Frontline & Administrative Support
- Operate a receptionist-style service, assisting patient check-ins.
- Collect/deliver paper and electronic documents efficiently.
- Process and triage claims for overseas (cross-border) patients.
- Manage referral letters via SCI Gateway.
- Handle mail, internal and external communications, including UPS courier dispatch. (Key terms bolded per original text context.)
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Ward & Service Integration
- Support discharge planning, follow-up bookings, and clinic refills.
- Assist outpatient clinic scheduling, rebooking visits, and list loading.
- Ensure PIR (Patient-Initiated Review) tasks and waiting list management comply.
- Help major incident teams with records retrieval.
- Conduct cash handling and stock checks (if required).
- Scan clinical documentation to populate electronic records.
Professional Standards
- Act as an administrative cover for unplanned absences.
- Testify to NHS values: dignity, respect, professionalism, and patient-centred care.
- Complete Personal Development Plan (PDP) reviews.
- Represent role models for positive behaviours.
Knowledge, Training, and Requirements
Qualifications
- National 4 (Level 1+) in 3 subjects, including English (or equivalent).
- Suitable for Band 3 posting only under NHS Agenda for Change (32+ hrs/week qualifies for skilled worker visa sponsorship amendments).
Experience & Skills
Core skills ✔ Admin/computer competency (keyboard proficiency + familiarisation with hospital systems). ✔ Paper and electronic filing skills (prior receipt or clerical experience is advantageous). ✔ GFC patient information training may be provided; no prior Patient Management System experience mandatory. ✔ ED-compatible skills—exfamiliarity with symptoms documentation, MAPPA (Multi-Agency Public Protection Arrangements) flagging.
Remaining (Aspirational) ✔ Action-oriented with excellent time management, prioritisation, and ability to function under pressure. ✔ Clear verbal communication with wide-ranging audiences (nurses, patients/families, specialists). ✔ Interpersonal and assertive presence in social/carport settings (ownriaises). ✔ The skills flexibility to switch between role-isolation desk work andisolation interactions.
What We Offer
Alongside a supportive, progressive employer, NHSGGC delivers: 📌 Right to Work Programme support: As per NHSGGC Band 3 rules, we can sponsor premium skills (sponsorship is not available on lower-hour/band-2 posts). ☕ £14.15 – £15.10 per hour (Band 3 rate) before change shift/duty premiums. 🚴 Near full wage CycleToWork scheme and discounts. 📚 Development packages (bursaries, undeath-leave training places, e-learning). ♿ Maternity / adoption pay during sick leave and unplanned treatments.
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Employment Conditions & Benefits
🌞 27 days annual leave per year (plus public holidays; accrues with service). ✅ DH**–healthorth Pension Scheme protections (ann Financial Services Authority registration). 💡 22% tax rate cap savings on salaries for car benefit schemes. 🏥 NHS-wide discounts (goods, leisure, charity affiliations). ❤️ Access to free psychological support, staff counselling interfusion, and a confidential Employee Assistance Programme.
Fixed-Term & Schedule
Term: 21 March 2027 📅 Recommended Hours: Monday–Wednesday–Thursday–Friday, 09:00-14:00; Tuesday, 09:00-13:00 (34-hour shift week). 📍 Operational base: Royal Hospital for Children, Glasgow (policy allows relocation if required).
Application Tips
Real You to the Forefront: This skilled worker process requests honest consistency; do not use AI for responses. Index-built questions: say the real you.
NB: Volume of responses my:
- Close the advertised posting early; apply earlier if scheduled for competitive recruitment.
- Limit shortlisting feedback; expectation management is ongoing.
🚀 TBR for equality: NHSGGC champions how firms take a pledge as “Armed Forces Covenant”—fully acknowledges ex-army sfresh act vocational skills across transport sectors. Special candidates on the military’s past employment history.
Contact & Further Inquiries
For informal discussions or questions:
- Craig McKenna (Health Records Supervisor) Email: Craig.McKenna4@nhs.scot Direct Line: 0141 452 4003
Applications should reflect why you are uniquely positioned to excel:
• Can you build evidence of “swift collaboration with nurses...
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