Clerical Officer Health Records

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:

To support the delivery of effective clinical care by providing an efficient and responsive Health Records service to patients, medical staff and nursing teams. This includes ensuring that outpatient appointments, day cases and inpatient admissions are accurately administered and processed. All patient health records must be kept confidential, securely stored, and readily available whenever required.

In addition, to contribute to high‑quality clinical care by delivering efficient administrative, clerical and reception services. This involves maintaining both electronic and paper-based patient record systems, ensuring information is confidential, accurate and up to date. The role also includes continually checking and updating patient demographic and administrative details within the patient management system to ensure data integrity.

Duration, Location, and Working Pattern:

Fixed Term Until 21/03/2027

Shift Pattern - Monday, Wednesday, Thursday, Friday 09:00-14:00 - Tuesday 09:00-13:00

Base location - Royal Hospital for Children

Please note this is a GGC-wide post and can be moved to any location; the initial base will be the Royal Hospital for Children

No Band 2 roles are eligible for sponsorship under the Skilled Worker visa or Heath and Care Worker visa. routes. For Band 3 roles, only posts of 32 hours per week or more may meet eligibility. NHS Greater Glasgow and Clyde (NHSGGC) cannot provide a Certificate of Sponsorship (CoS) for roles that do not meet these criteria, and applications requiring sponsorship will not be considered.

Key responsibilities:

• Protect patient confidentiality (GDPR & Caldicott).
• Use TrakCare to maintain accurate patient data.
• Update electronic tracer systems for record movement.
• Handle enquiries from staff, patients, carers, and external agencies.
• Sort and process internal and external mail.
• File, track, maintain, and condense patient case records.
• Collect, distribute, and retrieve case records/scanning folders.
• Prepare records for outpatient clinics and inpatient admissions.
• Provide reception services and support patient check‑in.
• Support wards with records, follow‑up bookings, and discharge processes.
• Scan clinical documents to support electronic patient records.
• Process referral letters via SCI Gateway for clinician review.
• Arrange and manage patient appointments and correspondence.
• Identify overseas/cross‑boundary patients for cost‑recovery processes.
• Support outpatient clinic management and rebooking.
• Manage return waiting lists and Patient‑Initiated Review (PIR) tasks.
• Process official health‑record access requests under GDPR.
• Arrange interpreters as needed.
• Assist with major incident procedures.
• In ED, record presenting symptoms and flag MAPPA patients.
• Implement contingency plans when required.
• Carry out cash handling and stock checking.
• Complete PDP reviews and ongoing training.
• Provide administrative cover across the service.
• Promote patient‑centred care, positive behaviours, and professionalism.
• Role‑model NHSGGC values, dignity, and respect.

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 and office experience/previous clerical experience desirable
• Computer literate with good keyboard skills.
• Previous reception experience desirable
• Prior experience of using a Patient Management System would be desirable; however, training will be provided.
• Good organisational skills, having the ability to organise, prioritise and work to deadlines.
• Good communication skills and the ability to communicate with a wide range of professionals.
• Good verbal and interpersonal skills.
• Self-motivated.
• Ability to work flexibly and use own initiative.
• Ability to cope with stressful situations and work in a pressurised environment.

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.

For an informal discussion, please contact:

Craig McKenna, Health Records Supervisor - [email protected] - 0141 452 4003

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

This post may close early due 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.

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.

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro-rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

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 Jobtrain Support Hub in the first instance.

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:

To support the delivery of effective clinical care by providing an efficient and responsive Health Records service to patients, medical staff and nursing teams. This includes ensuring that outpatient appointments, day cases and inpatient admissions are accurately administered and processed. All patient health records must be kept confidential, securely stored, and readily available whenever required.

In addition, to contribute to high‑quality clinical care by delivering efficient administrative, clerical and reception services. This involves maintaining both electronic and paper-based patient record systems, ensuring information is confidential, accurate and up to date. The role also includes continually checking and updating patient demographic and administrative details within the patient management system to ensure data integrity.

Duration, Location, and Working Pattern:

Fixed Term Until 21/03/2027

Shift Pattern - Monday, Wednesday, Thursday, Friday 09:00-14:00 - Tuesday 09:00-13:00

Base location - Royal Hospital for Children

Please note this is a GGC-wide post and can be moved to any location; the initial base will be the Royal Hospital for Children

No Band 2 roles are eligible for sponsorship under the Skilled Worker visa or Heath and Care Worker visa. routes. For Band 3 roles, only posts of 32 hours per week or more may meet eligibility. NHS Greater Glasgow and Clyde (NHSGGC) cannot provide a Certificate of Sponsorship (CoS) for roles that do not meet these criteria, and applications requiring sponsorship will not be considered.

Key responsibilities:

• Protect patient confidentiality (GDPR & Caldicott).
• Use TrakCare to maintain accurate patient data.
• Update electronic tracer systems for record movement.
• Handle enquiries from staff, patients, carers, and external agencies.
• Sort and process internal and external mail.
• File, track, maintain, and condense patient case records.
• Collect, distribute, and retrieve case records/scanning folders.
• Prepare records for outpatient clinics and inpatient admissions.
• Provide reception services and support patient check‑in.
• Support wards with records, follow‑up bookings, and discharge processes.
• Scan clinical documents to support electronic patient records.
• Process referral letters via SCI Gateway for clinician review.
• Arrange and manage patient appointments and correspondence.
• Identify overseas/cross‑boundary patients for cost‑recovery processes.
• Support outpatient clinic management and rebooking.
• Manage return waiting lists and Patient‑Initiated Review (PIR) tasks.
• Process official health‑record access requests under GDPR.
• Arrange interpreters as needed.
• Assist with major incident procedures.
• In ED, record presenting symptoms and flag MAPPA patients.
• Implement contingency plans when required.
• Carry out cash handling and stock checking.
• Complete PDP reviews and ongoing training.
• Provide administrative cover across the service.
• Promote patient‑centred care, positive behaviours, and professionalism.
• Role‑model NHSGGC values, dignity, and respect.

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 and office experience/previous clerical experience desirable
• Computer literate with good keyboard skills.
• Previous reception experience desirable
• Prior experience of using a Patient Management System would be desirable; however, training will be provided.
• Good organisational skills, having the ability to organise, prioritise and work to deadlines.
• Good communication skills and the ability to communicate with a wide range of professionals.
• Good verbal and interpersonal skills.
• Self-motivated.
• Ability to work flexibly and use own initiative.
• Ability to cope with stressful situations and work in a pressurised environment.

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.

For an informal discussion, please contact:

Craig McKenna, Health Records Supervisor - [email protected] - 0141 452 4003

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

This post may close early due 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.

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.

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro-rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

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 Jobtrain Support Hub in the first instance.