NHS Scotland
NHSGGC Health Records Clerical Officer - Outpatient Reception B2
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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
We are looking for a Clerical Officer to join the Health Records team within the Digital Services Directorate. The post plays an important role in supporting patient care by delivering an efficient and effective health records service, ensuring patient information is accurately maintained, appointments are administered correctly, and health records are securely managed and available when required. The role provides comprehensive clerical and administrative support to patients, medical staff, nursing teams, and wider NHS services.
This role does not meet the eligibility criteria for a or a NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).
Duration, Location, and Working Pattern:
- Permanent - 30 Hours per week
- Royal Alexandra Hospital
- Monday to Friday 13.00 - 19.00
Key Responsibilities
The Clerical Officer will provide a comprehensive administrative and health records service to support the delivery of high-quality patient care. Duties include:
- Maintaining patient records and confidentiality in accordance with GDPR and Caldicott principles
- Operating patient management systems such as TrakCare
- Preparing and retrieving health records for clinics and admissions
- Arranging patient appointments
- Processing referrals
- Supporting outpatient waiting lists
- Handling telephone and face-to-face enquiries
- Providing reception services
- Supporting the development of electronic patient records through scanning and indexing clinical information
- Processing requests for access to health records
- Arranging interpreters when required
- Assisting with clinic administration
- Ensuring accurate data recording and reporting
The post holder will also:
- Support the development of electronic patient records through scanning and indexing clinical information
- Process requests for access to health records
- Arrange interpreters when required
- Assist with clinic administration
- Ensure accurate data recording and reporting
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The role requires effective communication with patients, carers, healthcare professionals, and external agencies while maintaining a professional, patient-centred approach at all times.
Knowledge, Training, Qualifications and/or Experience Required to Do the Job:
- National 4 or Level 1 qualification in 3 subjects, including English, or equivalent experience.
- Previous clerical, administrative, or office experience is desirable.
- Previous reception experience is desirable.
- Good IT skills with accurate keyboard skills.
- Experience of using a Patient Management System is desirable, although full training will be provided.
- Good organisational skills with the ability to prioritise workload and work to deadlines.
- Effective communication skills with the ability to engage with a wide range of professionals and service users.
- Strong verbal and interpersonal skills.
- Self-motivated with the ability to work independently and use initiative.
- Flexible approach to work and changing service demands.
- Ability to remain calm and professional in a busy and sometimes pressurised environment.
- Commitment to maintaining confidentiality and handling sensitive information appropriately.
- Willingness to undertake ongoing learning, induction, and mandatory training.
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
Anna Kozlowska, Clyde Sector Health Records Manager, 0141 314 6123, Anna.Kozlowska@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.
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Flexible Working
NHS Greater Glasgow and Clyde (NHSGGC) 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.
Application Portal or Log-In Issues
For application portal or log-in issues, please contact the in the first instance.
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