Clerical Officer

NHS National Services Scotland; Kilmarnock; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Ayrshire & Arran is seeking a Clerical Officer for the Health Records Department at University Hospital Crosshouse on a fixed-term basis for 12 months. The role includes 36 hours per week with a shift rotation, including evenings, and duties in patient records and reception services.

The post requires SVQ Level 2 or HNC in Business Administration / IT or equivalent experience, with emphasis on using the electronic Patient Management System.

Qualifications

• SVQ Level 2 or HNC in Business Administration / Information Technology or equivalent experience is essential.
• Experience with maintaining/filing patient records and using a Patient Management System is beneficial.

Responsibilities

• Maintain and file patient confidential records and book outpatient appointments using the electronic Patient Management System.
• Provide reception services, answer telephones and relay messages.
• Work flexibly to meet service demands.

Education

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

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.

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.
• 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• Why this matters: Applications that rely on AI-generated content may be withdrawn.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.

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

You will also be required to participate in a shift rotation which includes working evening shifts:

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.