Job Advert
Are you organised, motivated, and ready to play a key role behind the scenes in delivering excellent patient care? We are looking for a Clerical Officer / Audio Typist to join our Acute & Diagnostic Administration Services team within NHS Dumfries & Galloway, working across DGRI and Mountainhall Treatment Centre.
If you’re someone who thrives in a busy environment, enjoys producing accurate work, and takes pride in supporting clinical teams, this could be the perfect opportunity for you.
What You’ll Do
In this essential role, you’ll help ensure clinical information is produced and shared accurately and on time, supporting safe and effective patient care. Your day-to-day work will include:
• Transcribing clinical letters, reports, and discharge summaries using digital dictation
• Maintaining accurate patient records, including scanning, filing, and mail handling
• Inputting and extracting data from specialist clinical systems
• Communicating with GPs, hospital teams, laboratories, and other healthcare professionals
• Handling telephone enquiries with professionalism and discretion
• Providing administrative and secretarial support to senior colleagues
• Offering cross-cover within the wider admin team as service needs change
• Ensuring clinical information is processed promptly to support sound clinical decision making
Systems You’ll Use
You’ll work confidently with:
• Microsoft Office
• Digital Dictation (Winscribe)
• TOPAS, Medisoft, Clinical Portal
• Standard office and transcription equipment
Full training will be provided where needed.
About You
We’re looking for someone who brings:
• Excellent attention to detail and strong organisational skills
• Confident, accurate keyboard and audio typing abilities
• A calm and professional approach to sensitive or confidential information
• Great communication skills and a positive, team focused attitude
• Enthusiasm, reliability, and a commitment to high standards
• Experience in administration, clerical work, or customer service
Knowledge of medical terminology is helpful but not essential.
Why Choose Us?
You’ll be joining a friendly, supportive, and dedicated administrative team who play a vital part in delivering high quality patient care across NHS Dumfries & Galloway. We offer:
• Comprehensive training and development
• Opportunities to work across a wide range of specialties
• An inclusive and welcoming workplace
• A role where your accuracy and dedication truly make a difference
Additional Information
• You will be supported by colleagues, your Team Leader, the Administration Services Co ordinator, and the Administration Services Manager.
• A typing/audio test will form part of the interview process, therefore interviews must be attended in person.
Informal Enquiries
Pauline Wells - Administration Services Manager
Pauline.wells@nhs.scot
01387 246246 EXT 33738
If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website: https://www.gov.uk/check-uk-visa
INFORMATION FOR ALL CANDIDATES
To find out more about working with NHS Dumfries and Galloway and for an insight into our friendly, beautiful corner of Scotland please visit our Work With Us web pages https://www.nhsdg.co.uk/workwithus/
APPLICATION PROCESS - https://www.careers.nhs.scot/how-to-apply/application-process/
Please note that our correspondence method is by e-mail, therefore please ensure you enter your email address accurately. Please check your e-mail regularly (including junk folders) and also your Jobtrain account for updates.
Please contact Jobtrain Candidate Support Hub - https://jobseekersupport.jobtrain.co.uk/support/home for advice and support with any system issues.
- Accessing Jobtrain - Users may experience issues if accessing Jobtrain via mobile phone, we recommend using a computer, laptop or tablet.
- Artificial Intelligence (AI) - Candidates should 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 application process.
- CVs - DO NOT upload a CV as this will not be used for shortlisting purposes.
- Assessment Form - Within the application you are required to answer three questions giving you the opportunity to fully evidence why you are the ideal person for the job. Please ensure these statements are written by yourself and are unique to you. This section times out after 30 minutes. A tip is to build your reply on a Word document and copy and paste into Jobtrain. If you exceed the maximum amount of characters it will cut your text at this point, please check your information once copied and pasted.
- Once you have submitted your application form you will be unable to make any amendments.
- Posts close at midnight on the indicated date however please be aware that a vacancy may close early due to volume of applications, therefore you should not delay in submitting your application.
- If you are a member of staff please ensure you update your Jobtrain profile to reflect that you are employed by NHS Dumfries and Galloway.
- Staff and patients across Dumfries and Galloway enjoy free, unlimited parking at all our hospital sites.
DISCLOSURE SCOTLAND – Some of our posts may require you to undergo a criminal records check. Changes as of the 1 April 2025 to the Protection of Vulnerable Groups (PVG) scheme membership now sees more roles requiring PVG that may not have needed this check in the past. If you are successful in this role you will be notified which level of check is required by the recruitment team. If you would like to read more information please visit: Disclosure levels - mygov.scot
EQUALITY AND DIVERSITY
NHS Dumfries and Galloway is committed to encouraging equality and diversity among our workforce, and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Dumfries and Galloway welcomes applicants from all sections of the community.
PUBLIC PROTECTION
Public protection practice encompasses the recognition and management of risk in order to prevent or reduce harm to children, (including unborn babies), young people and adults. All public protection legislation, and NHS Dumfries and Galloway (NHSDG) policies and guidance are founded on the United Nations Convention on the Rights of the Child and the European Convention on Human Rights, and the principles of these Conventions underpin all NHSDG core business.
ADDITIONAL INFORMATION FOR INTERNATIONAL CANDIDATES
RIGHT TO WORK IN THE UNITED KINGDOM
NHS Dumfries and Galloway has a legal obligation to ensure that it does not employ any worker who has not been granted the relevant permission to work in the UK. This permission is without exception granted by the UK Border Agency. We are required to check the entitlement to work in the UK of all prospective employees, regardless of nationality or job category.
WORK VISA
If you require a Work Visa, please check to see if you and the vacancy you are applying for are eligible by visiting the Home Office website: https://www.gov.uk/check-uk-visa
It is ESSENTIAL that you have checked that you either already have an appropriate right to work in the UK or if you require a work visa that the post would be eligible to be sponsored BEFORE submitting your application form. We are unable to provide sponsorship for bank contracts.
UNITED KINGDOM REGISTRATION
NHS Dumfries & Galloway are unable to support OSCE Training for international nurses for vacancies.
Vacancies requiring professional registration require full United Kingdom registration with the appropriate council (eg NMC, HCPC, GMC, GDC etc).