Ward Clerk - Renal Department - Renal Day Service

NHS Scotland; Glasgow; On-site; GBP 20,000 - 25,000; Part time

Job summary

A leading healthcare organization in Glasgow seeks an experienced administrative staff member to support patient communication and ward operations. Responsibilities include managing admissions and discharges, maintaining cleanliness in reception areas, and coordinating patient appointments. Candidates should demonstrate excellent communication, organizational skills, and previous experience in a healthcare setting. The position offers a part-time shift pattern with a supportive work environment, valuing teamwork and professionalism.

Qualifications

• Experience in a healthcare setting preferred.
• Ability to work effectively as part of a team.
• Maintain confidentiality and comply with data protection regulations.

Responsibilities

• Welcome and direct patients and visitors.
• Manage ward telephone calls and messages.
• Admit, discharge, and transfer patients using TrakCare.
• Maintain cleanliness of reception and waiting areas.
• Arrange patient appointments and transport.

Skills

Excellent communication skills

Organizational skills

Attention to detail

Customer service

Tools

TrakCare Patient Management System

PECOS ordering system

SSTS Staff Rostering System

Job description

NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non‑clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

Shift pattern: Monday to Friday, 20 hours per week. Effective 1 April 2026 full‑time working hours for all Agenda for Change posts will be reduced to 36 hours.

EHealth Directorate Departments

• Operations responsible for the overall IT and Telecommunication service delivery to NHSGGC including the delivery of the underpinning technical infrastructure and applications to support the health and corporate directorates across NHSGGC to agreed KPI’s and SLA’s.
• Strategy and Programmes – responsible for the development of the medium to long term eHealth Strategy and the delivery of a large number of highly complex programmes and projects including significant service reconfiguration.
• Information Management responsible for the collection and analysis of information, information governance and delivery of knowledge management services. This service comprises Knowledge Services (Libraries), Information Governance and Business Intelligence.
• Health Records delivery of Health Records services across NHSGGC, including provision of outpatient clinics.
• Business and Resource Management responsible for financial management, procurement & contract management, audit & FOI responses and overarching aspects of Human Resource and Organisational Development, Health & Safety, general Directorate wide governance and facilities management activities.

Responsibilities

• Welcome patients, relatives and visitors via the door entry buzzer system (where available) directing them to ward bedrooms ensuring that security, health and safety and infection control measures are understood and adhered to.
• Answer ward telephone calls taking/relaying messages for multidisciplinary team members.
• Provide information concerning the condition of patients to relatives as directed by nursing staff.
• Ensure reception/clerical staff base and waiting areas are maintained in a presentable manner [cleaning of PC’s, telephones and casenote trolley.]
• Admit, discharge and transfer patients on TrakCare computerised Patient Management System [TrakCare].
• Crosscheck bed census white board against TrakCare.
• Pre‑admit patients on TrakCare.
• Arrange/request/book out‑patient appointments.
• Arrive/Discharge clinic patients.
• Arrange ambulance transport for patients being discharged or routinely transferred to another hospital.
• Arrange interpreter services.
• Requests patient casenotes update TrakCare casenote tracking system whenever patient records are received or leave the ward area.
• Prepares admission packs with all required documentation. Prepares paper casenotes and clinical/nursing documentation packs for new admissions.
• Prints/replenishes patient identification labels.
• Liaises with medical staff regarding results sign off.
• Files patient loose documentation after discharge in scanning folder/case note.
• Scans residual filing/paperwork post discharge.
• Emailing/ publication of patient information in line with NHSGGC Board policy.
• Photocopying of documents.
• Distributes staff and patient mail.
• Monitors Ward stationery levels.
• Generates stock and non‑stock orders as directed by nursing staff using the PECOS system.
• Reports faults to Estates and Health Information and Technology help desks.
• Deposit and collection of patient belongings to/from the Hospital Cashier in line with Ward protocol.
• Enters underlying shifts for ward nursing staff into SSTS [Staff Rostering System] once every four weeks (updates, amendments and authorisation of staff duty rotas is undertaken by the Senior Charge Nurse).
• Enters ward audit data into systems as required.
• Assists with induction and mentoring of new or rotating staff ensuring they are familiar with ward procedures.
• May be required to attend daily ‘ward huddle’ with ward clinical staff for information purposes.
• Promote and display NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility and quality and teamwork in the discharge of duties.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all.
• Comply with the requirements of the General Data Protection Regulations, Access to Health Records Act and legislation issued in relation to confidential data.

Please note the salary is pro rata for part‑time hours.

Informal contact: Linda Kelly, Renal & CIC Admin Manager, On 07977742015 or email [e-mail]

This post may close early to the volume of response. Please submit your application form as soon as possible.

Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

NHS Greater Glasgow and Clyde – NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third‑party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

For application portal/log‑in issues, please contact in the first instance.