Health Records Clerical Officer - Digital Services

NHS Scotland; Glasgow; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

NHS Pension Scheme

Salary Sacrifice Car Benefit Scheme

27 days annual leave + holidays

Learning and development opportunities

Employee Assistance Programme

Job summary

NHS Greater Glasgow and Clyde (NHSGGC) is seeking a Clerical Officer to deliver an efficient health records and administrative service for patients and clinical staff. You will manage both paper and electronic records, process appointments, and support reception across outpatient clinics and inpatient settings.

The role requires strong organisation, good communication, and the ability to work flexibly in a busy hospital environment.

Qualifications

• National 4 English or equivalent.
• General admin or clerical experience desirable.
• Reception experience desirable.
• Good keyboard and computer literacy.
• Experience using a Patient Management System desirable; full training provided.
• Strong organisational and deadline-management skills.
• Excellent communication with professionals and patients.
• Ability to work independently and in a team.

Responsibilities

• Maintain confidential health records in line with GDPR and Caldicott principles.
• Update records on TrakCare and other patient management systems.
• Process referrals and appointments; support outpatient clinics and admissions.
• Handle reception areas and respond to inquiries from patients and staff.
• Assist with scanning and indexing clinical documents.
• Support waiting list management and booking processes.

Skills

Admin experience

Reception experience

Communication skills

Organisational skills

GDPR awareness

Education

National 4 English

Tools

TrakCare

Computer literacy

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:

We are looking for a Clerical Officer to support effective clinical care by providing an efficient Health Records and administrative service to patients, medical staff and nursing teams. The post holder will provide comprehensive clerical, administration and reception support, ensuring patient appointments for outpatient clinics, day cases and inpatient admissions are processed accurately. You will maintain both electronic and paper-based patient records, ensuring information remains confidential, secure, accurate and available when required. The role also involves maintaining patient demographic information, updating patient management systems and supporting the delivery of high-quality patient-centred care across NHS Greater Glasgow and Clyde.

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

Duration, Location, and Working Pattern

Permanent Role

Smithhills Street, Paisley

36 Hours per week (Monday, Tuesday, Wednesday & Friday 0800-1600/30, Thursday 0800-1430/30)

Key responsibilities

The Clerical Officer will provide comprehensive administrative, clerical, reception and health records support to ensure the effective delivery of patient services. Duties include maintaining confidentiality in line with GDPR and Caldicott principles; updating and maintaining patient records on TrakCare and other patient management systems; preparing, filing, tracking and retrieving health records; processing referrals and appointments; supporting outpatient clinics, inpatient admissions and ward administration; dealing with telephone and face-to-face enquiries from patients, carers, staff and external agencies; managing correspondence and mail; arranging interpreters where required; supporting electronic patient record development through scanning and indexing clinical information; assisting with waiting list management and patient booking processes; handling requests for access to health records; supporting reception areas throughout the hospital; providing administrative cover across the service; and contributing to a positive, patient-focused environment that reflects NHSGGC values of dignity, respect and professionalism.

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

• National 4 or Level 1 qualification in 3 subjects, including English, or equivalent.
• General administration, office or previous clerical experience is desirable.
• Previous reception experience is desirable.
• Computer literate with good keyboard skills.
• Prior experience using a Patient Management System is desirable; however, full training will be provided.
• Good organisational skills with the ability to prioritise workloads and meet deadlines.
• Strong communication skills with the ability to engage effectively with a wide range of professionals, patients and service users.
• Good verbal and interpersonal skills.
• Self-motivated with the ability to work independently and as part of a team.
• Ability to work flexibly and use initiative.
• Ability to cope with stressful situations and work effectively in a busy environment.
• Willingness to participate in induction, mandatory and ongoing training and development activities.

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

Interested?

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

Allanna McIsaac, Supervisor, 0141 314 6030, [e-mail]

Lyndsey Johnstone, Supervisor, 0141 314 6030, [e-mail]

This post may require a satisfactory PVG Scheme record check.

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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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