Health Records Clerical Officer

Overview

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.

To support effective clinical care by providing an efficient Health Records service to patients, medical and nursing staff by providing comprehensive and effective clerical and administrative support. Ensure patient appointments for clinics, day cases and in-patient admissions are administered and processed accurately and that patients’ health records remain confidential, are securely stored and are available as and when necessary.

Permanent, Full time

Beatson West of Scotland Cancer Centre

Shift pattern - Post one - Mon 0830–1630 Tues–Fri , Post two - Mon, Tues, Wed & Fri  Thurs

• Maintain patient confidentiality in line with GDPR 2018 and Caldicott principles.
• Operate Trak Care and other systems to ensure accurate, up-to-date patient records for care delivery, reporting, and electronic patient record development.
• Extract, file, track, and distribute case records/scanning folders for clinics, admissions, and authorised personnel.
• Handle telephone and face-to-face enquiries from staff, patients, carers, and external agencies, prioritising efficiently.
• Provide reception and clerical support, including patient check-in, appointment scheduling, follow-up arrangements, and discharge record management.
• Assist in outpatient clinic management, including rebooking cancelled patients, managing waiting lists, and ensuring correct clinic levels.
• Process referral letters, access requests, and correspondence in line with GDPR, including liaising with courts, solicitors, and government bodies.
• Arrange interpreters and support patients with technologies like self-check-in.
• Support Emergency Department check-ins, input symptoms, and alert staff to high-risk or MAPPA patients.
• Assist in implementing major incident procedures and contingency plans within Health Records remit.
• Handle cash and perform stock checks according to financial policies.
• Participate in PDP reviews, ongoing training, induction, and provide administrative cover for colleagues.
• Promote patient-centred care, positive behaviours, and high-quality patient experience.
• Act as a role model for NHSGGC values, demonstrating professionalism, dignity, and respect.

• 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 having 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.

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
• 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

If you…