Health Records Clerical Officer

Nhsayrshireandarran; United Kingdom; On-site; GBP 25,000 - GBP 35,000; Full time

Job summary

An NHS healthcare provider in the United Kingdom is seeking a clerical support professional to contribute to their Health Records service. In this full-time permanent position, you will ensure patient confidentiality, manage accurate health records, and provide comprehensive clerical support. Ideal candidates will have strong communication and organizational skills, along with experience in administration. The role offers a supportive workplace with benefits like annual leave, NHS pension scheme, and opportunities for development.

Benefits

Minimum of 27 days annual leave

NHS Pension Scheme

Development opportunities

Qualifications

• Previous clerical experience desirable.
• Good verbal and interpersonal skills.
• Self-motivated and ability to work flexibly.

Responsibilities

• Maintain patient confidentiality in line with GDPR.
• Operate TrakCare for accurate patient records.
• Handle telephone and face-to-face enquiries from staff and patients.

Skills

Communication skills

Organizational skills

Keyboard skills

Ability to cope with stress

Education

National 4 or Level 1 qualification in 3 subjects, including English

Job description

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 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.

Duration, Location, and Working Pattern

Permanent, Full time

Beatson West of Scotland Cancer Centre

Shift pattern - Post one - Mon 08:30–16:30 Tue–Fri 08:30-17:00, Post two - Mon, Tue, Wed & Fri 08:30-17:00 Thu 08:30-16:30

Key Responsibilities

• Maintain patient confidentiality in line with GDPR 2018 and Caldicott principles.
• Operate TrakCare 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.

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 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.

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
• 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

Amanda McCracken, Health Records Supervisor – [e-mail] – 0141 301 7383

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

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‑rated 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.

Candidates must 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 recruitment process.

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