Waiting List Assistant - Gynaecology

NHS Scotland; Saskatoon; On-site; CAD 39,000 - 51,000; Full time

Benefits offered by this job

27 days annual leave

NHS Pension Scheme

Car benefit scheme

Training and development

Holiday pay

NHS discounts

Employee support

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a Waiting List Clerk to provide comprehensive administrative support for outpatient, day case and inpatient waiting lists at Queen Elizabeth University Hospital. You will coordinate referrals and appointments, maintain patient records, and help ensure waiting times meet national standards.

You will work closely with clinicians and managers, use NHS systems (PMS, CHI, SCI Gateway) and Microsoft Office, and contribute to performance reporting while

Qualifications

• Experience in administrative or clerical roles.
• Knowledge of NHS administrative systems and processes.
• Understanding of patient administration systems and waiting list management.
• Experience of accurate data entry and record management.
• Knowledge of confidentiality, GDPR and information governance requirements.
• Strong organisational and prioritisation skills.
• Excellent communication and customer service skills.
• Ability to work independently and as part of a multidisciplinary team.
• Proficient in Microsoft Office applications, including Word, Excel and Outlook.
• Willingness to undertake relevant training and development required for the role.
• Knowledge of NHS waiting time standards and targets is desirable.
• Experience of using PMS, CHI, SCI Gateway or similar NHS systems is desirable.

Responsibilities

• Plan and maintain day-to-day waiting list admin and data records.
• Process referrals, appointments and patient communications.
• Generate reports and analyse waiting list data for performance monitoring.
• Ensure compliance with NHSGGC Waiting List Policy and data protection requirements.
• Liaise with clinicians, managers and multidisciplinary teams to support service planning.
• Maintain accurate patient records and waiting list data.
• Protect confidentiality in line with GDPR and information governance.
• Utilise Microsoft Office tools (Word, Excel, Outlook) effectively.
• Support training and development for role responsibilities.
• Monitor waiting time standards and targets and report breaches.
• Assist with enquiries from patients and healthcare professionals.

Skills

Administrative experience

NHS admin systems

Data entry

Report writing

GDPR knowledge

Office software

Communication skills

Teamwork

Time management

Tools

PMS

CHI

SCI Gateway

Microsoft Office

Job description

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

The Waiting List Clerk will provide a comprehensive administrative service to support the effective management of outpatient, day case and inpatient waiting lists. The post holder will coordinate referrals and appointments, maintain accurate patient records, manage waiting lists in line with national waiting time guarantees, monitor potential breaches, and ensure clinic capacity is utilised to its full potential. Responsibilities include processing referrals, generating patient correspondence, producing reports and statistical information, managing appointment bookings, cancellations and rescheduling, responding to enquiries from patients and healthcare professionals, and supporting clinicians and managers with information required for service planning and performance monitoring. The role requires close liaison with clinical and administrative colleagues to ensure a high-quality, patient-centred service is delivered while adhering to all relevant NHS policies, procedures and legislative requirements.

This role does not meet the eligibility criteria for a Skilled Worker visa or a Health and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Knowledge, training, qualifications and/or experience required to do the job:

The Waiting List Clerk is responsible for planning, organising, prioritising and maintaining the day-to-day administrative activities associated with outpatient, day case and inpatient waiting list services. The post holder will ensure patients are managed and processed according to clinical priority and national waiting time standards, maintaining accurate records and data to support local and national performance reporting. Working closely with clinicians, managers and multidisciplinary teams, the role supports the effective management of referrals, appointments and waiting lists while ensuring compliance with NHSGGC Waiting List Policy and data protection requirements.

Duration, Location, and Working Pattern:

• Permanent
• Queen Elizabeth University Hospital Admin Block
• 36 Hours

Key Responsibilities

• Good standard of general education.
• Experience of working in an administrative or clerical role.
• Knowledge of NHS administrative systems and processes.
• Understanding of patient administration systems and waiting list management.
• Experience of accurate data entry and record management.
• Ability to produce reports and analyse information from databases.
• Knowledge of confidentiality, GDPR and information governance requirements.
• Strong organisational and prioritisation skills.
• Excellent communication and customer service skills.
• Ability to work independently and as part of a multidisciplinary team.
• Proficient in Microsoft Office applications, including Word, Excel and Outlook.
• Willingness to undertake relevant training and development required for the role.
• Knowledge of NHS waiting time standards and targets is desirable.
• Experience of using PMS, CHI, SCI Gateway or similar NHS systems is desirable.

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.

• 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

Interested?

If you would like to find out more, we would love to hear from you.

For An Informal Discussion, Please Contact

Linda Colvin, Service Support Manager, 0141 451 6752, [e-mail]

Details on how to contact the Recruitment Service and the Recruitment Process:

Information for candidates

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.

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.

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.

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.

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