Waiting List Clerk - Health Records

NHS Scotland; Glasgow; On-site; GBP 21,000 - 24,000; Full time

Benefits offered by this job

NHS Pension Scheme

27 days annual leave

Employee Assistance Programme

Development opportunities

Job summary

NHS Greater Glasgow and Clyde is hiring a Waiting List Clerk to support the Health Records team. The role focuses on managing outpatient, day case and inpatient waiting lists, coordinating appointments and ensuring accurate patient records to enable timely access to services.

You will liaise with clinicians, managers and administrative colleagues while maintaining confidentiality and delivering a high-quality administrative service.

Qualifications

• Three O Grades, Standard Grades or National 5 including English.
• Experience in clerical/administrative work, preferably in healthcare or public-facing environment.
• Proficient with Microsoft Office and confident using electronic systems/databases.
• Advanced keyboard/data entry with high accuracy.

Responsibilities

• Manage outpatient, day case and inpatient waiting lists for timely access.
• Coordinate appointments, admissions and clinic activity per waiting time standards.
• Process referrals accurately and maintain patient information securely.
• Liaise with patients, carers, clinicians and GPs to support efficient service delivery.
• Monitor waiting times and flag breaches or capacity issues to managers.
• Produce reports and data to assist monitoring and planning.

Skills

Microsoft Office

Data entry

Electronic systems

Record management

Communication skills

Organisational skills

Education

Three O Grades / National 5 including English

Tools

Databases

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 an organised and motivated individual who enjoys making a difference behind the scenes of patient care? An exciting opportunity has arisen for a Waiting List Clerk to join the Health Records team within NHS Greater Glasgow and Clyde. This pivotal role supports the effective management of outpatient, day case and inpatient waiting lists, helping to ensure patients receive timely access to services. Working closely with clinicians, service managers and administrative colleagues, you will play an important part in maintaining accurate records, coordinating appointments and supporting national waiting time targets. As Scotland’s largest NHS organisation, NHSGGC offers a supportive working environment, opportunities for development and the chance to contribute to delivering high-quality patient‑centred care.

This role does not meet the eligibility criteria for a Skilled Worker visa or a Health 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:

• X2 Full‑time, Permanent Positions available
• You will be based at The Glasgow Royal Infirmary
• Working Pattern: Mon‑Thurs 08:30-16:45 & Friday 08:30-16:15.
• Please note this is a GGC‑wide post and can be moved to any location, the initial base will be Glasgow Royal Infirmary

Key responsibilities:

• Manage outpatient, day case and inpatient waiting lists to support timely patient access to services
• Coordinate appointments, admissions and clinic activity in line with local and national waiting time standards
• Process referrals accurately and ensure all patient information is recorded and maintained correctly
• Liaise with patients, carers, clinicians, GPs and multidisciplinary teams to support the delivery of an efficient service
• Monitor waiting times and highlight potential breaches or capacity issues to relevant managers
• Produce reports and collate data to support service monitoring, planning and performance management
• Provide a high‑quality administrative service while maintaining confidentiality and promoting a positive patient experience

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

• Three O Grades, Standard Grades or National 5 qualifications, including English, or equivalent educational attainment
• Previous clerical or administrative experience, ideally within a healthcare or public‑fac­ing environment
• Proficiency in Microsoft Office applications and the ability to confidently use electronic systems and databases
• Advanced keyboard and data entry skills with a high level of accuracy and attention to detail
• Strong organisational skills with the ability to prioritise workload and manage competing demands
• Excellent verbal, written and interpersonal communication skills
• Ability to work effectively under pressure while maintaining a professional and patient‑focused approach

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

For an informal discussion, please contact: Lorraine McBain, Senior Supervisor, on 0141 211 8270 or [e-mail]

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

This vacancy may close early due to a high volume of applications. We recommend applying as soon as possible to avoid disappointment.

This post may require a satisfactory PVG Scheme record check.

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 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.

For application portal or log‑in issues, please contact the Jobtrain Support Hub in the first instance.