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:
eHealth Directorate – Overall Aim
o Deliver and maintain an integrated information, technology, and record management strategy.
o Ensure the right information is available at the right place and time to support diagnosis, treatment, and patient care.
o Support continuous improvement of population health and integration between Health and Local Authority care services.
Scope of Work
o Manage patients’ case notes and clinical information for community, primary care, outpatient clinics, admissions, and post-discharge review.
o Develop and support electronic information systems for clinical and management use.
o Collect and analyze data for Scottish Government Health Department reporting, local monitoring, and population health surveillance.
Resources
o Staff: ~1,700
o Revenue budget: ~£80m (including Scottish Government ring-fenced funding)
o Annual capital budget: £2–4m
o Non-recurring eHealth budget: ~£10m
Departments
• Operations – IT and telecommunications service delivery; technical infrastructure; application support; information security and compliance; KPIs and SLAs.
• Strategy, Programmes and Innovation – Develop medium/long-term eHealth strategy; implement innovation programs; collaborate with clinicians, R&D, industry, SMEs; deliver complex programmes and system developments.
• Information Management – Collect and analyze information; manage information governance; deliver knowledge services including Libraries, Clinical Coding, and Business Intelligence.
• Health Records – Deliver health records services across NHSGGC; support outpatient clinics and ward clerks.
• Business and Resource Management – Financial management, procurement, contract management, audit, risk management, PMO, FOI responses, staff governance, organisational development, health & safety, and general directorate governance and facilities management.
Duration, Location, and Working Pattern:
Permanent, Full time
Inverclyde Royal Hospital
Shift Pattern - Monday, 08:30-16:30 Tuesday - Friday, 08:30-17:00
Key responsibilities:
The following sets out the core responsibilities of the Clerical Officer. The frequency and extent to which the post holder carries out all duties may vary across departments.
o Maintain patient confidentiality (GDPR 2018, Caldicott) and accurate records in TrakCare.
o Update electronic tracer systems, file case records, and manage scanning folders.
o Handle enquiries from staff, patients, relatives, and external agencies.
o Manage mail, deliveries, and filing areas; extract and prepare records for clinics and admissions.
o Support patient reception, self-check-in, and alert nursing staff if required.
o Provide ward clerical support: manage records, arrange follow-ups, and prepare discharge documentation.
o Assist in developing electronic patient records and process referrals via SCI Gateway.
o Arrange appointments, manage outpatient clinics, and support return/patient-initiated reviews.
o Process health record requests, arrange interpreters, and support major incident procedures.
o Support Emergency Department check-ins and identify high-risk patients (e.g., MAPPA).
o Follow contingency plans, handle cash/stock, and provide admin cover for colleagues.
o Participate in PDP reviews, induction, and ongoing training.
o Promote patient-centred care and uphold NHSGGC values with 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:
Michelle Campbell, Health Records Supervisor - Michelle.Campbell12@nhs.scot - 01475 525362
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.