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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 support effective clinical care by delivering an efficient Health Records service to patients, medical staff, and nursing staff. This includes ensuring that appointments for outpatient clinics, day cases, and inpatient admissions are administered and processed accurately. It also involves maintaining the confidentiality, security, and availability of patients’ health records whenever required.
The overall aim of the eHealth Directorate is to deliver and maintain a comprehensive, integrated information, technology, and records management strategy. This ensures that the right information is available in the right place at the right time, enables the highest possible standards of diagnosis, treatment, and patient care, supports continuous improvement in population health, and strengthens integration between Health services and Local Authority care services.
Additionally, this role supports effective clinical care by providing efficient administrative, clerical, and reception services. Responsibilities include maintaining both electronic and paper-based patient record systems that are confidential, accurate, and up to date. The role also involves ensuring that patient demographic and administrative data is continually reviewed, checked, and updated within the patient management system.
Duration, Location, and Working Pattern:
Permanent, Full time
- RWW effective from 01/04/26: contracted hours reduced from 37 hours per week to 36 hours per week, with no change to salary
Shift Pattern - Monday, Tuesday, Thursday & Friday 0900-1700 - Wednesday 0900-1630
Base location - Leverndale Hospital
Key responsibilities:
Patient Records & Information Management
- Maintain confidentiality and comply with GDPR/Caldicott.
- Manage, track, file, and prepare clinical case records.
- Update electronic systems (TrakCare, SCI, other NHS systems).
- Process referrals, appointments, discharges, and clinical outcomes.
Clinic & Patient Flow Support
- Prioritise workload to maintain smooth clinic flow.
- Coordinate bookings, rescheduling, and reduced/cancelled appointments.
- Contact patients at short notice to maximise utilisation.
- Arrange transport, interpreters, and other support services.
Reception & Front‑Facing Duties
- Welcome, assist, and direct patients and visitors.
- Handle enquiries from staff, patients, and external agencies.
- Support emergency departments and ward reception when required.
Administrative & Clerical Support
- Prepare documentation, audit data, and national returns.
- Manage correspondence, results, and documentation accuracy.
- Provide support in meetings, including minute‑taking.
- Assist clinicians with information needed for reviews and audits.
Cross‑Team & Service Support
- Liaise with clinical teams, external departments, courts, insurers, and government agencies.
- Provide cross‑cover for colleagues and support service improvement projects.
- Participate in incident management procedures and follow NHS policies.
Governance, Quality & Compliance
- Support audit, validation processes, and waiting‑list reviews.
- Promote high‑quality standards, confidentiality, and professional behaviour.
- Follow Health Records procedures and emergency contingency plans.
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 is desirable; training will be provided.
- Good organisational skills, with the ability to organise, prioritise and work to deadlines.
- Good communication skills and 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
- 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:
Patricia Doherty, Deputy Manager - Patricia.Doherty2@nhs.scot - 0141 211 6682
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.
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- 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.
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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.
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