NHS Greater Glasgow and Clyde (NHSGGC)
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
The overall aim of the eHealth Directorate is to deliver and maintain a comprehensive integrated information, technology and record management strategy to ensure that the right information is provided in the right place at the right time – supporting high quality diagnosis, treatment and care, continuous health improvement and effective integration with local authority partners. The role involves supporting electronic information systems for clinical and management use, collecting and analysing data required by the Scottish Government Health Department, and monitoring activity or performance for surveillance and protection of population health.
The EHealth Directorate Comprises The Following Departments
* Operations – overall IT and telecommunication service delivery to NHSGGC, underpinning technical infrastructure and applications with agreed KPIs and SLAs.
* Strategy and Programmes – development of medium‑to‑long term eHealth strategy and delivery of complex programmes and projects, including significant service reconfiguration.
* Information Management – collection and analysis of information, information governance and delivery of knowledge management services, including Knowledge Services, information governance and business intelligence.
* Health Records – delivery of Health Records services across NHSGGC, including outpatient clinics.
* Business and Resource Management – financial management, procurement & contract management, audit & FOI responses, overall HR, organisational development, health & safety, general directorate governance and facilities management.
Duration, Location, and Working Pattern
Permanent, Part time
Glasgow Royal Infirmary
Shift Pattern – Saturday & Sunday 23:00–08:00
Key Responsibilities
* Maintain patient confidentiality in line with the Data Protection Act and Caldicott principles.
* Operate the TrakCare patient management system, ensuring accurate and up‑to‑date patient information for care and national returns.
* Accurately update the electronic tracer system when extracting, filing, and collecting case records and scanning folders.
* Answer telephone enquiries from internal and external sources.
* File case records and provide expert assistance in tracking, condensing, and maintaining the filing room for optimal access to clinical information.
* Collect and distribute case records and scanning folders from other hospital areas as required.
* Extract case records for admissions, out‑patient clinics, or authorised personnel.
* Prepare case records and scanning folders for outpatient clinics, ensuring all documentation is present.
* Provide reception services across various hospital desks, including self‑check‑in support.
* Support clinical wards with case records, file management, discharge preparation, and coordination with secretaries for discharge summaries.
* Support the development of electronic patient records through scanning and indexing.
* Process referral letters manually or electronically via SCI Gateway for consultant prioritisation.
* Arrange patient appointments by mail, telephone, or email using the clinical appointment system.
* Act as Stage 1 Officer for overseas/cross‑border visitors, forwarding information for potential cost recoupment.
* Assist outpatient clinic management, including cancellations and level adjustments, calculate waiting times, and manage outstanding referrals per government deadlines.
* Process requests for health record access from courts, solicitors, compensation units, government bodies, and patients, complying with the Data Protection Act.
* Arrange interpreters when applicable.
* Help implement major incident procedures within the Health Records remit.
* Be aware of, and invoke, contingency plans as necessary.
Knowledge, training, qualifications and/or experience required to do the job
* 3 O grades, standard grades, or equivalent – English or good general education and good office experience.
* At least 1 year of clerical experience required.
* Computer literate with good keyboard skills.
* At least 6 months of reception experience and strong communication skills.
* Prior experience using a Patient Management System desirable.
What We Offer
We offer a wide range of supportive policies to enhance your employee journey, including an 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.
* Salary Sacrifice Car Benefit Scheme.
* Development opportunities such as study bursaries, e‑learning, and classroom 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
Ann Bell, Senior Supervisor – Ann.Bell2@nhs.scot – 0141‑414‑6593
Details on how to contact the Recruitment Service and the Recruitment Process
This post may close early due to the volume of responses. Please submit your application form as soon as possible. We will not be able to provide shortlisting feedback due to the high number of applications.
AI tools guidance
* Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
* Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
* Why this matters: Applications that rely on AI‑generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.
Policy and Balancing 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 hourly rate increase will apply, ensuring overall pay remains unchanged.
NHSGGC recognises the importance of work‑life balance and offers flexible working options where service needs allow. Flexible working will be discussed during the recruitment process.
NHSGGC encourages applications from all sections of the community and promotes equality, diversity and inclusion. We are proud of our diverse workforce.
By signing the Armed Forces Covenant, NHSGGC is a Forces Friendly Employer, welcoming applications from the Armed Forces community and recognising military skills during recruitment.
For application portal or log‑in issues, please contact the recruitment service in the first instance.
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