Clerical Officer - Health Records

NHS Scotland; Glasgow; On-site; GBP 18,000 - 24,000; Part time

Benefits offered by this job

27 days annual leave + holidays

NHS Pension Scheme

Salary Sacrifice Car Benefit Scheme

Study bursaries and development

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a Clerical Officer to join the Health Records team. The role provides high-quality administrative support to ensure patients receive the right care at the right time, with a focus on confidentiality and GDPR adherence.

The position is part-time, fixed-term for 1 year, with the initial base at Smithhills Street, Paisley, and shifts Wednesday to Friday 08:30–19:30. Salary is pro rata for part-time hours and training is provided.

Qualifications

• National 4 or equivalent qualification in English plus three subjects
• Good administrative or clerical experience within an office environment
• Strong IT skills with the ability to use computer systems accurately and efficiently
• Excellent organisational skills with the ability to prioritise workload and meet deadlines
• Effective communication and interpersonal skills with a commitment to delivering excellent customer service
• Ability to work independently, use initiative and remain calm in a busy environment
• Previous reception or patient administration experience would be advantageous though training will be provided

Responsibilities

• Provide efficient clerical and administrative support to ensure the smooth delivery of Health Records services
• Maintain and update patient information accurately on electronic patient management systems
• Prepare, track, file and retrieve patient records to support outpatient clinics, admissions and wards
• Arrange patient appointments and respond to telephone, email and face-to-face enquiries in a professional manner
• Support reception services and assist patients, relatives and healthcare professionals with information requests
• Ensure patient confidentiality is maintained at all times in line with GDPR and NHSGGC policies
• Contribute to a positive patient experience through excellent customer service and team working

Skills

Administrative experience

IT skills

Organisational skills

Communication skills

Independent working

Reception experience

Education

National 4 in English and three subjects

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

Are you organised, customer-focused and looking to make a real difference behind the scenes of patient care? NHS Greater Glasgow and Clyde is seeking a motivated Clerical Officer to join our Health Records team. In this important role, you will provide high-quality administrative support that helps ensure patients receive the right care at the right time. Working within one of the UK's largest NHS organisations, you will be part of a supportive team that values respect, integrity and continuous improvement. This is a fantastic opportunity to develop your skills, contribute to excellent patient care and build a rewarding career within NHSGGC.

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

• Part-time, fixed-term for 1 year
• This is a GGC-wide post and can be moved to any location; the initial base will be Smithhills Street, Paisley.
• Shift Pattern: Wednesday - Friday 08:30 - 19:30

Please note the salary is Pro Rata for part-time hours.

Key Responsibilities

• Provide efficient clerical and administrative support to ensure the smooth delivery of Health Records services
• Maintain and update patient information accurately on electronic patient management systems
• Prepare, track, file and retrieve patient records to support outpatient clinics, admissions and wards
• Arrange patient appointments and respond to telephone, email and face-to-face enquiries in a professional manner
• Support reception services and assist patients, relatives and healthcare professionals with information requests
• Ensure patient confidentiality is maintained at all times in line with GDPR and NHSGGC policies
• Contribute to a positive patient experience through excellent customer service and team working

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

• National 4 or equivalent qualification in three subjects including English
• Good administrative or clerical experience within an office environment
• Strong IT skills with the ability to use computer systems accurately and efficiently
• Excellent organisational skills with the ability to prioritise workload and meet deadlines
• Effective communication and interpersonal skills with a commitment to delivering excellent customer service
• Ability to work independently, use initiative & remain calm in a busy environment
• Previous reception or patient administration experience would be advantageous although training will be provided

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

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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