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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 provide a reception service for patients and visitors arriving within the Department, To answer calls, enquiries relating to the Department. To ensure that all referrals are actioned promptly and that all systems are accurate and up to date.
All staff within the Department must comply with Divisional and Departmental policies and guidelines.
Duration, Location, and Working Pattern:
Permanent, Full time
Base location - Beatson West of Scotland Cancer Centre
Shift Pattern - Monday-Friday 0830-16.30pm
This role does not meet the eligibility criteria for a Skilled Worker visa or a Heath and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (CoS).
Key responsibilities:
- To ensure admissions, transfers, discharges and outpatient appointments are recorded on TrakCare (and other relevant systems) in real time. Greeting patients on their arrival at the unit and ensuring patient demographic details are correct on the relevant systems.
- To maintain an accurate bed stated and inform the bed manager of this first thing in the morning and keep her updated as to changes throughout the day (base site only).
- To provide, locate and ensure the availability of the health record for all ward patients at the point of admission and ensure that these records are tracered electronically on TrakCare (sites that use case records).
- To ensure that all relevant documentation is available/presented for scanning at point of patient discharge.
- To scan relevant documentation onto clinical portal/TrakCare as required.
- Communicate with clinicians, nurses, medical secretaries, filing room staff, internal/external customers by telephone, email or face to face, ensuring at all times that confidentiality is paramount and in line with local and divisional information and security policies, ie Caldicott, DPA and FOI (Scotland) Acts.
- To prepare all case records prior to admission, ensuring all relevant documentation is included and amending details as required (on TrakCare and in record) to ensure accuracy of data (sites that use case records).
- To track down and locate records required by the ward within timescales for admission.
- To file signed investigative reports in patient records.
- To organise transport for eligible patients on admission to and discharge from the ward and for follow up outpatient appointments. On occasion this can mean booking flights for patients who live in the Highlands and .
- To ensure that ward follow up admissions are entered on TrakCare and waiting list entries are created.
- To ensure, where appropriate, all discharged patients receive a follow up outpatient appointment. To ensure that any such appointments are recorded on TrakCare.
- To greet visitors courteously and ensure that they are directed appropriately.
- To be responsible for the timely processing of all incoming mail.
- To be responsible for the ordering of all stationery using the system.
- To ensure all use of the hospital computerized systems when dealing with patients and patient’s records complies with the Data Protection/Information Governance policies and procedures, Caldicott guidelines and the Freedom Of Information (Scotland) Act.
Knowledge, training, qualifications and/or experience required to do the job:
- Flexibility is paramount to this post as the postholder is expected to rotate between wards to provide cover during leave and as when required.
- Once in post training is provided on use of relevant computer systems.
- Knowledge of day to day tasks is shared between colleagues.
- Postholder must always ensure accuracy and attention to detail when dealing with data.
- The postholder must ensure compliance with the DPA (1998) and Caldicott Guidelines.
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
- Salary Sacrifice Car Benefit Scheme
- 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:
Lynn Lamont, Admin Manger - Lynn.lamont2@nhs.scot - 0141 301 7794
Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates
This post may close early due 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.
AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.
- 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.
Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.
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.
For application portal or log-in issues, please contact the Jobtrain Support Hub in the first instance.