Clerical Officer

NHS Scotland; Crosshouse; On-site; GBP 21,000 - 23,000; Full time

Job summary

NHS Scotland is seeking a Clerical Officer within the Health Records Department at University Hospital Crosshouse on a fixed-term basis for 12 months. This role covers the maintenance and filing of patient records, data entry, admissions and booking of outpatient appointments using the electronic Patient Management System, plus reception duties and telephone handling.

Flexibility to meet service demands is essential.

Qualifications

• SVQ Level 2 or HNC in Business Administration / Information Technology or equivalent experience is essential.
• Ability to work flexibly to meet service demands.

Responsibilities

• Maintenance and filing of patient confidential records.
• Recording patient related data, admissions and booking out-patient appointments using the electronic Patient Management System.
• Providing reception services, answering telephones and relaying messages.
• Work flexibly to meet service demands.

Skills

Filing records

Reception duties

Patient data entry

Education

SVQ Level 2 or HNC in Business Administration / Information Technology

Tools

Electronic Patient Management System

Job description

NHS Scotland

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

NHS Scotland

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

Who We Are

NHS Ayrshire and Arran are one of 14 territorial NHS Boards within NHS Scotland.

In support of our core purpose of Working together to achieve the healthiest life possible for everyone in Ayrshire and Arran, we are committed to a culture that is Caring, Safe, and Respectful. You will be required to work collaboratively in a safe, caring and respectful way.

To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home (nhsaaa.net)

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.
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• 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.

Position

An exciting opportunity has arisen for a Clerical Officer based within the Health Records Department at University Hospital Crosshouse. This post is offered on a fixed-term basis for 12 months.

Please note that we anticipate a high level of interest in this position and may close the vacancy early once enough applications are received. Therefore, please make sure you complete and submit your application at your earliest opportunity.

Hours

36.00 hours per week.

• Monday 08:30am -15:45 = 6.5 hours – 45 min break
• Tuesday 08:30am - 16:45 = 7.5 hours – 45 min break
• Wednesday 08:30am - 16:45 = 7.5 hours – 45 min break
• Thursday 08:30am - 16:45 = 7.5 hours – 45 min break
• Friday 08:30am - 16:15 = 7 hours – 45 min break
• Monday 08:30am -15:45 = 6.5 hours – 45 min break
• Tuesday 12noon -8pm = 7.5 hours – 30 min break
• Wednesday 12noon -8pm = 7.5 hours – 30 min break
• Thursday 12noon -8pm = 7.5 hours – 30 min break
• Friday 08:30am - 16:15 = 7 hours - – 45 min break

What You Will Do

Duties include the maintenance and filing of patient confidential records, recording patient related data, admissions and booking out-patient appointments using the electronic Patient Management System. Providing reception services, answering telephones and relaying messages. You should be able to work flexibly in order to meet service demands.

Knowledge, Training And/or Experience Required For This Post

SVQ Level 2 or HNC in Business Administration / Information Technology or equivalent experience is essential.

If you would like to find out more about the role, please contact Donna Hunt, Referral Management Service Manager at [e-mail].

Right to Work / Certificates of Sponsorship

To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found within the attached Candidate Information Pack.

It is essential that you have checked that you either already have an appropriate right to work in the UK or that the post would be eligible to be sponsored before submitting your application form.

NHS Ayrshire & Arran may be able to offer visa sponsorship for certain roles, provided the post meets the minimum salary threshold and any other required criteria. When considering if a post meets the salary threshold for sponsorship, please note the salary advertised is based on a full-time contract and must be pro-rated for part-time positions. Sponsorship is not guaranteed and is assessed on a case-by-case basis following interview and at the commencement of pre-employment checks.

Please visit here for further information.

We are unable to provide sponsorship for Band 2 posts or bank contracts.

Additional Information For Candidates

• You should apply for this post by completing the application process on NHS Jobs Scotland.
• DO NOT upload a CV as this will not be used for shortlisting purposes.
• Posts close at midnight on the indicated date. Late applications will not be accepted.
• For help to complete an application on NHS Jobs Scotland, please follow this link: https://www.careers.nhs.scot/how-to-apply/application-process/
• To view our accessibility statement, please follow this link: https://www.eess.nhs.scot/jobtrain-accessibility-statement/
• Please note that our correspondence method is by email, therefore please ensure you enter your email address accurately.
• Please check your email regularly (including junk folders) and your NHS Jobs Scotland account for updates.
• Please contact JobTrain Candidate Support Hub: https://jobseekersupport.jobtrain.co.uk/support/home - for advice and support with any system issues.
• We recommend using the Internet Browser Google Chrome or Microsoft Edge when using JobTrain.
• Once you have submitted your application form you will be unable to make any amendments.
• Some of our vacancies are for internal candidates only. If you are a staff member, please ensure you update your NHS Jobs Scotland account profile to reflect that you are employed by NHS Ayrshire and Arran.
• Please note, for all vacancies where a driving licence is required this must be a full UK/EU/EEA licence.