Clerical Officer - Health Records

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

The overall aim of the eHealth Directorate is to deliver and maintain a comprehensive integrated information, technology and record management strategy in order to ensure that the right information is provided in the right place at the right time, to support highest possible levels of diagnosis, treatment and care of patients and clients, to support continuous improvement of the health of the populations we serve and to achieve more effective integration between Health and the care services of our Local Authority partners.

This includes patients’ case notes and other information for clinicians working in the community and primary care, in outpatient clinics, on the point of admission for inpatients/day cases and for review after discharge: it includes developing and supporting electronic information systems for clinical and management use: and it includes collection and analysis of data required by the Scottish Government Health Department, for local monitoring of activity or performance, and for surveillance and protection of the health of our populations.

Band 2 roles are not eligible for sponsorship under the Skilled Worker or Health and Care Worker visa routes.

Duration, Location, and Working Pattern:

• This is a full time permanent post
• You will work these hours Monday-Friday 08:30-16:12/30
• Contractual Base: Admin Building, Gartnavel Royal Campus
• Please note this is a GGC wide post and can be moved to any location, however initial base will be Gartnavel Royal Hospital.
  

Key Responsibilities

You will be responsible for operating the TrakCare patient management system, ensuring all patient information is accurate, up to date and maintained in compliance with the General Data Protection Regulations 2018 (GDPR) and Caldicott principles. Duties will include maintaining electronic tracer systems, accurately updating information when extracting and filing case records, and recording the delivery and collection of scanning folders.

The role involves dealing with telephone and face-to-face enquiries from NHS staff, patients, relatives, carers and external agencies, ensuring queries are prioritised appropriately to support an efficient and effective service. You will also be responsible for sorting and handling internal and external mail and deliveries as required.

Additional responsibilities include filing and tracking case records, maintaining filing room areas to maximise record availability, and supporting the condensing of multi-volume case records to assist with the quick retrieval of clinical information. Where required, you will collect case records and scanning folders from various hospital departments for filing and distribution purposes and extract records for admissions, outpatient clinics and authorised personnel.

You will be expected to maintain high standards of confidentiality, accuracy and organisation while working effectively as part of a team within a fast-paced NHS environment.

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.

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: Emer Nolan - Supervisor on 0141 211 3974 or [email protected]

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.

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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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