Ward Clerk - Health Records B

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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 within the ward environment. This includes ensuring that patients’ health records are accurately administered, properly processed, and always maintained in strict confidence.

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, supporting the highest possible standards of diagnosis, treatment, and patient care. It also enables continuous improvement in the health of the populations we serve and promotes effective integration between Health services and our Local Authority care partners.

The post holder will provide cover across multiple wards as required. Responsibilities will include welcoming and receiving patients, answering telephone enquiries, booking appointments, and maintaining accurate demographic information on the patient management system.

No Band 2 roles are eligible for sponsorship under the Skilled Worker visa or Heath and Care Worker visa. routes. For Band 3 roles, only posts of 32 hours per week or more may meet eligibility. NHS Greater Glasgow and Clyde (NHSGGC) cannot provide a Certificate of Sponsorship (CoS) for roles that do not meet these criteria, and applications requiring sponsorship will not be considered.

Duration, Location, and Working Pattern:

Permanent, Full-time

Shift Pattern - Monday, Tuesday, Wednesday & Friday 0830-1630. Thursday 0830-1500/30

Base location - Queen Elizabeth University Hospital

Key responsibilities:

Customer Care

• Greet and direct patients/visitors, ensuring security, safety, and infection control procedures are followed.
• Answer ward phone calls and relay messages to the multidisciplinary team.
• Provide condition updates to relatives as instructed by nursing staff.
• Keep reception and waiting areas tidy (incl. PCs, phones, casenote trolley).

Patient Administration

• Admit, discharge, transfer, and pre-admit patients on TrakCare.
• Cross-check the bed census whiteboard with TrakCare.
• Book and manage outpatient appointments.
• Arrive/discharge clinic patients.
• Organise ambulance transport and interpreter services.
• Track and manage casenotes in TrakCare.
• Prepare admission packs, paper casenotes, and documentation.
• Print and restock patient ID labels.
• Liaise with medical staff for results sign-off.
• File and scan patient documentation post‑discharge.
• Email patient information in line with NHSGGC policy.

General Duties

• Photocopy documents and distribute staff/patient mail.
• Monitor stationery levels and place stock/non-stock PECOS orders.
• Report faults to Estates and eHealth.
• Manage the deposit/collection of patient belongings with the Hospital Cashier.
• Enter ward nursing shifts into SSTS every four weeks.
• Input ward audit data into required systems.
• Assist with induction and mentoring of new/rotating staff.
• Attend daily ward huddles when required.
• Promote patient‑centred care and uphold NHSGGC values of dignity, respect, and professionalism.

Knowledge, training, qualifications and/or experience required to do the job:

• Knowledge required to undertake the role will be established through relevant in-house training relating to processes and procedures, TrakCare patient information system and stock ordering system, with the expectation of performing at a fully competent level within a specific time period (tbc).
• Previous clerical/reception experience.
• Previous experience of working with the general public in a customer service environment.
• Good organisational and communication skills.
• Keyboard skills.
• Proficient use of computer systems.

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:

Daniel Cumming, Ward Clerk Supervisor - [email protected] - 0141 452 1988 or 07580995251

Details on how to contact the Recruitment Service and the Recruitment Process:

This post may close early due to the volume of response. Please submit your application form as soon as possible.

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.

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