Clerical Officer – Health Records

HR / Recruitment
Glasgow
July 9, 2026
Permanent
Urgent

Job Description

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.

Duration, Location, and Working Pattern

Fixed Term Until 21/03/2027

Shift Pattern – Monday, Wednesday, Thursday, Friday 09 00 – Tuesday 09 00

Base location – Royal Hospital for Children (initial base; post may be moved within the GGC network)

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

  • 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; 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

  • 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.

Equality and Diversity

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion.

Armed Forces Covenant: NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community.

Working Hours Policy (Effective 1 April 2026)

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.

NHSGGC recognises the importance of work life balance and is committed to offering a range of flexible working options where service needs allow. Flexible working will be included as a topic for discussion during the recruitment process.

Location

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