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
Permanent, Part time
Duration, Location and Working Pattern
Glasgow Royal Infirmary, Glasgow
Shift Pattern - Week 1: Mon, Tue: 08:00-20:00 Wed: 08:00-19:30
Week 2: Wed: 08:00-19:30 Thu & Fri: 08:00-20:00
Key Responsibilities
Clerical Officer Core Responsibilities
* Maintain patient confidentiality in line with GDPR 2018 and Caldicott principles.
* Operate the TrakCare patient management system, ensuring accurate and up-to-date patient information to support care and national reporting.
* Accurately update electronic tracer systems when filing, extracting, or delivering case records and scanning folders.
* Handle telephone and face-to-face enquiries from staff, patients, relatives, carers, and external agencies, directing and prioritising queries appropriately.
* Sort and manage internal and external mail and deliveries as required.
* File case records, track and maintain filing areas, and condense multi-volume records to support quick retrieval of clinical information.
* Collect, extract, and prepare case records/scanning folders for admissions, outpatient clinics, or other authorised personnel.
* Support clinical wards by ensuring case records/scanning folders are available, reports filed, discharge processes completed, and follow-up appointments arranged.
* Assist in developing electronic patient records by scanning and indexing clinical information for current and transferring patients.
* Process referral letters manually or via SCI Gateway for Consultant clinical prioritisation.
* Arrange patient appointments (face-to-face, mail, telephone, Patient Hub, or email) according to Consultant instructions and patient-focused booking protocols.
* Act as Stage 1 Officer for identifying overseas/cross-boundary visitors for treatment cost recoupment.
* Assist in outpatient clinic management, including rebooking, cancellations, and maintaining clinic levels per Consultant instructions.
* Manage Return Outpatient Waiting Lists/Patient Initiated Review (PIR), including booking, removing, and contacting patients for slot utilisation.
* Process requests for health records from courts, solicitors, government bodies, and patients in line with GDPR 2018.
* Arrange interpreters when required.
* Assist in implementing major incident procedures within Health Records remit.
* In Emergency Department, check in patients, record symptoms in TrakCare, and highlight MAPPA patients to nursing staff.
* Be aware of and implement contingency plans as necessary.
* Handle cash and perform stock checks in line with Standing Financial Instructions.
* Participate in annual PDP reviews, induction, and ongoing training.
* Provide administrative cover for colleagues during leave as required.
* Promote and maintain a patient-centred care ethos supporting effective working practices and positive behaviours.
* Act as a role model for NHSGGC organisational values, demonstrating professionalism, dignity, and respect for all.
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
Ashleigh Connolly, Senior Supervisor - Ashleigh.Connolly3@nhs.scot - 0141 956 0718
Recruitment Process
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.
Additional Information
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.
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.
For application portal or log-in issues, please contact the in the first instance.
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