Clerical Officer – Health Records

The Role

To support effective clinical care by providing an efficient Health Records service to patients, medical and nursing staff, by offering comprehensive clerical and administrative support. This includes ensuring patient appointments for clinics, day cases and in‑patient admissions are processed accurately, maintaining confidentiality of health records, and managing electronic and paper‑based patient records.

Duration, Location, and Working Pattern

• Main location: Glasgow Royal Infirmary
• Contract: Permanent, full‑time (36 hours per week)
• Shift pattern: Tuesday‑Friday 09:00‑17:30, Saturday 09:00‑13:00

Key Responsibilities

• Maintain patient confidentiality in line with GDPR 2018 and Caldicott principles.
• Operate the computerised patient management system (TrakCare) to keep patient information accurate and up to date.
• Accurately update the electronic tracer system when extracting and filing case records and on delivery/collection of scanning folders.
• Handle telephone and face‑to‑face enquiries from all staff groups, patients, relatives, carers and external agencies, directing and prioritising queries.
• Sort and handle internal/external mail and deliveries.
• File case records, track case records, maintain filing room, and condense multi‑volume records for quick retrieval.
• Collect case records/scanning folders from other hospital areas for filing and distribution.

Knowledge, Training, Qualifications and Experience Required

• National 4 or Level 1 qualification in 3 subjects, including English or equivalent.
• Experience in general administration or clerical work desirable.
• Computer literate with good keyboard skills.
• Reception experience with strong communication skills.
• Previous use of a Patient Management System is desirable.

What We Offer

• 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: study bursaries, e-learning, and classroom courses.
• Enhanced pay for working public holidays.
• NHS discounts on goods and services.
• Confidential employee support and assistance, including counselling and psychological therapies.

European Equal Opportunity: NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion. We are a Forces Friendly Employer and recognise military skills and qualifications.

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