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 eHealth Directorate aims to deliver and maintain an integrated information, technology, and records management strategy that ensures the right information is available at the right time and place to support high-quality patient care, population health improvement, and better integration between Health services and Local Authority partners.
Its work covers electronic patient records and case notes across community, primary, outpatient, inpatient, and post-discharge care; development and support of clinical and management information systems; and the collection and analysis of data for government reporting, performance monitoring, and public health surveillance.
The Directorate employs around 1,700 staff and manages an annual revenue budget of approximately £80 million, a capital budget of £2–4 million, and a non-recurring eHealth budget of around £10 million.
It is structured into five main departments:
* Operations – IT, telecommunications, infrastructure, applications, and information security.
* Strategy, Programmes and Innovation – long-term eHealth strategy, innovation partnerships, and delivery of complex programmes and system developments.
* Information Management – data collection and analysis, information governance, knowledge services, clinical coding, and business intelligence.
* Health Records – health records services, outpatient clinics, and ward clerk services.
* Business and Resource Management – finance, procurement, governance, risk, PMO, information governance, staff governance, and facilities management.
Duration, Location, and Working Pattern:
Permanent, Part time
Vale of Leven Hospital
Shift Pattern - Monday-Friday 8:30-12:30
Key responsibilities:
Customer Care
o Welcome and direct patients, relatives, and visitors, ensuring security, health, safety, and infection control compliance.
o Answer ward phone calls, taking and relaying messages for multidisciplinary team members.
o Provide patient condition information to relatives as directed by nursing staff.
o Maintain reception/clerical areas in a presentable and hygienic state.
Patient Administration
o Admit, discharge, and transfer patients using TrakCare.
o Crosscheck bed census against TrakCare.
o Pre-admit patients and arrange outpatient appointments.
o Handle clinic arrivals/discharges and arrange ambulance transport.
o Coordinate interpreter services.
o Update patient casenotes in TrakCare system; prepare admission packs and clinical documentation.
o Print/replenish patient ID labels; liaise with medical staff for results sign-off.
o File, scan, and email patient documentation according to NHSGGC policy.
General
o Photocopy documents and distribute staff/patient mail.
o Monitor ward stationery and generate stock/non-stock orders via PECOS.
o Report faults to Estates and eHealth help desks.
o Manage patient belongings per ward protocol.
o Enter nursing staff shifts in SSTS; assist with ward audit data entry.
o Support induction and mentoring of new or rotating staff.
o Attend ward huddles as required.
o Promote patient-centered care and high-quality patient experience.
o Act as a role model for NHSGGC values, demonstrating professionalism, dignity, and respect.
Knowledge, training, qualifications and/or experience required to do the job:
* Knowledge required to undertake the role will be established through relevant in-house training relating to processes and procedures, TrakCare patient information system and stock ordering system with expectation of performing at a fully competent level within a specific time period (tbc).
* Previous clerical/reception experience.
* Previous experience of working with the general public in a customer service environment.
* Good organisational and communication skills.
* Keyboard skills.
* Proficient use of computer systems.
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:
Tracy McColl, Health Records Supervisor - Tracy.McColl@nhs.scot - 01389 817226
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-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 Jobtrain Support Hub in the first instance.