Ward Clerk/Admin Assistant - Mental Health

NHS Scotland; Paisley; On-site; GBP 9,000 - 11,000; Part time

Benefits offered by this job

NHS Pension Scheme

Cycle to Work Scheme

Learning and development opportunities

Employee assistance programme

NHS discounts

Job summary

NHS Greater Glasgow and Clyde is seeking a Ward Clerk to provide comprehensive clerical support within Mental Health Services on Royal Alexandra Hospital ward 37. The role involves welcoming patients, handling inquiries, preparing admissions/discharges and maintaining records, with duties across ward admin and trust information systems.

The post offers part-time employment (18 hours per week), a supportive team, and opportunities for training and development within NHSGGC.

Qualifications

• Experience using administrative systems in a clinical setting.
• Ability to provide basic training to new staff.
• Good keyboard and data-entry skills.
• Strong problem-solving and organisational abilities.

Responsibilities

• Provide a comprehensive clerical service to support ward operations.
• Welcome patients and visitors and handle enquiries by phone and person.
• Prepare admission and discharge documentation and maintain patient records.
• Support hospital information systems and filing of clinical documents.
• Arrange patient transport and manage ward mail and supplies.
• Provide cover for other ward clerks to ensure continuity.

Skills

Electronic patient records

Data entry

Organisational skills

Communication skills

Independent working

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 Ward Clerk to provide a comprehensive clerical and administrative service to ward-based medical, nursing and multidisciplinary teams within Mental Health Services. The post holder will play a key role in supporting the delivery of high-quality patient care by ensuring effective administrative systems are maintained and providing support to patients, visitors and staff.

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

Permanent - 18 Hours per week
Royal Alexandra Hospital - Ward 37
Monday - Thursday 09:30-13:15; Friday 09.30-12:30

Key Responsibilities

The post holder will provide a comprehensive clerical service to support the smooth and efficient running of the ward environment. Duties include welcoming patients and visitors, handling telephone and face-to-face enquiries, preparing admission and discharge documentation, maintaining patient records and hospital information systems, filing clinical documentation, arranging patient transport, managing incoming and outgoing mail, monitoring and ordering ward supplies, recording and safeguarding patient valuables, reporting equipment repairs, and providing support and training to new staff members. The role also involves working closely with the wider administrative team and providing cover for other ward clerks as required to ensure continuity of service delivery.

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

• Proficient in the use of software systems and electronic patient records.
• Good keyboard and data entry skills.
• Strong organisational skills with the ability to manage competing priorities.
• Effective communication and interpersonal skills.
• Good problem-solving abilities.
• Ability to work independently using own initiative.
• Self-motivated and able to work with minimal supervision.
• Experience of working in an administrative or clerical environment.
• Ability to provide basic training and support to new members of staff.

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

Lyndsay Farrell, Patient Affairs Manager, 0141 314 4258, [e-mail]

Details on how to contact the Recruitment Service and the Recruitment Process:

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.

For application portal or log-in issues, please contact the in the first instance.