258447 Audio Typist / Clerical Officer *FIXED TERM*

NHS Scotland; Dumfries; On-site; GBP 20,000 - 24,000; Full time

Job summary

NHS Dumfries & Galloway is seeking an administrative services professional to support clinical teams across DGRI and Mountainhall Treatment Centre. The role focuses on accurate transcription, patient record maintenance, data extraction, and timely processing to aid clinical decision making.

You will work with Microsoft Office and specialist clinical systems, and participate in cross-cover within the admin team, ensuring high standards of confidential information handling.

Qualifications

• Excellent attention to detail and strong organisational skills.
• Confident, accurate keyboard and audio typing abilities.
• Professional handling of sensitive information and data.
• Clear communication and teamwork in a busy environment.

Responsibilities

• Transcribing clinical letters, reports, and discharge summaries using digital dictation.
• Maintaining accurate patient records, including scanning, filing, and mail handling.
• Inputting and extracting data from specialist clinical systems.
• Communicating with GPs, hospital teams, laboratories, and other healthcare professionals.
• Handling telephone enquiries with professionalism and discretion.
• Providing administrative and secretarial support to senior colleagues.
• Offering cross-cover within the wider admin team as service needs change.
• Ensuring clinical information is processed promptly to support sound clinical decision making.

Skills

Attention to detail

Organisational skills

Typing

Professional communication

Tools

Microsoft Office

Digital Dictation (Winvoice)

TOPAS

Medisoft

Clinical Portal

Job description

Administration Services team within NHS Dumfries & Galloway, working across DGRI and Mountainhall Treatment Centre.

If you’re someone who thrives in a busy environment, enjoys producing accurate work, and takes pride in supporting clinical teams, this could be the perfect opportunity for you.

What You’ll Do

In this essential role, you’ll help ensure clinical information is produced and shared accurately and on time, supporting safe and effective patient care. Your day-to-day work will include:

• Transcribing clinical letters, reports, and discharge summaries using digital dictation
• Maintaining accurate patient records, including scanning, filing, and mail handling
• Inputting and extracting data from specialist clinical systems
• Communicating with GPs, hospital teams, laboratories, and other healthcare professionals
• Handling telephone enquiries with professionalism and discretion
• Providing administrative and secretarial support to senior colleagues
• Offering cross-cover within the wider admin team as service needs change
• Ensuring clinical information is processed promptly to support sound clinical decision making

Systems You’ll Use

You’ll work confidently with:

• Microsoft Office
• Digital Dictation (Winvoice)
• TOPAS, Medisoft, Clinical Portal
• Standard office and transcription equipment

Full training will be provided where needed.

About You

We’re looking for someone who brings:

• Excellent attention to detail and strong organisational skills
• Confident, accurate keyboard and audio typing abilities
• A calm and professional approach to sensitive or confidential information
• Great communication skills and a positive, team-focused attitude
• Enthusiasm, reliability, and a commitment to high standards
• Experience in administration, clerical work, or customer service

Knowledge of medical terminology is helpful but not essential.

Why Choose Us?

You’ll be joining a friendly, supportive, and dedicated administrative team who play a vital part in delivering high-quality patient care across NHS Dumfries & Galloway. We offer:

• Comprehensive training and development
• Opportunities to work across a wide range of specialties
• An inclusive and welcoming workplace
• A role where your accuracy and dedication truly make a difference

Additional Information

• You will be supported by colleagues, your Team Leader, the Administration Services Co‑ordinator, and the Administration Services Manager.
• A typing/audio test will form part of the interview process; therefore, interviews must be attended in person.

Informal Enquiries

Elaine Renwick
[e-mail]
01387 246246 EXT 31756

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

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 sponsoredBEFORE 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 (eg NMC, HCPC, GMC, GDC etc).