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 effective clinical care by providing an efficient Health Records and Administrative Service to patients, medical staff, nursing staff and other healthcare professionals. The postholder will deliver comprehensive clerical, administrative and reception support, ensuring patient appointments for outpatient clinics, day cases and inpatient admissions are accurately administered and processed. They will maintain electronic and paper-based patient records, ensuring all information remains confidential, securely stored and readily available when required.

The role also involves maintaining accurate patient demographic and administrative information, supporting the delivery of a high-quality, patient-centred service across NHS Greater Glasgow and Clyde.

Duration, Location, and Working Pattern
Permanent Role - 15.37 Hours Queen Elizabeth University Hospital (This is a GGC wide post and can be moved to any location, however initial base will be Queen Elizabeth University Hospital.) Wednesday/Thursday 11.30 - 17.00/20 & Friday 11.30 - 16.52/20

Key Responsibilities
The Clerical Officer will provide comprehensive administrative, clerical and reception support to ensure the smooth delivery of patient services. Responsibilities include maintaining patient confidentiality in line with GDPR and Caldicott principles; operating and updating the Trak Care Patient Management System; managing patient records and electronic tracing systems; dealing with telephone and face-to-face enquiries from patients, relatives, carers, NHS staff and external agencies;

preparing and retrieving health records for clinics and admissions; supporting outpatient clinic administration, appointment booking and waiting list management; processing referrals and correspondence; supporting the development of electronic patient records through document scanning; arranging interpreters and follow-up appointments where required; providing reception services across hospital departments; processing requests for access to health records; assisting with major incident procedures and contingency planning;

undertaking cash handling and stock checking duties where applicable; and promoting NHSGGC values, professionalism and a patient-centred approach at all times.

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

National 4 or Level 1 qualification in three subjects, including English, or equivalent.

General administration, office or previous clerical experience is desirable.

Previous reception experience is desirable.

Prior experience using a Patient Management System is desirable; however, full training will be provided.

Computer literate with good keyboard skills.

Good organisational skills with the ability to prioritise workload and meet deadlines.

Strong communication skills with the ability to engage effectively with a wide range of professionals, patients and members of the public.

Good verbal and interpersonal skills.

Self-motivated with the ability to work independently and as part of a team.

Ability to work flexibly and use initiative.

Ability to work effectively under pressure and cope with stressful situations.

Commitment to ongoing training, development and participation in annual PDP reviews.

Understanding of confidentiality requirements and data protection principles within a healthcare 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.

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

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…