Health Records - Waiting List Clerk B3

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

This role is responsible for the administration and management of outpatient waiting lists, ensuring patients are processed according to priority and waiting time targets are met. The post holder will manage referrals, coordinate appointments, liaise with clinical teams and external agencies, maintain accurate patient data, and produce reports to support service performance and waiting list management.

This role does not meet the eligibility criteria for a Skilled Worker visa or a Health and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Duration, Location, and Working Pattern

Permanent, Full-time

Shift Pattern - Monday - Thursday 08:30-16:45 / Friday 08:30-16:15

Base location - Glasgow Royal Infirmary

Key Responsibilities

• Plan, organise and prioritise daily outpatient waiting list administration activities.
• Process patients through outpatient waiting lists according to clinical priority.
• Ensure accurate collection and recording of local and national waiting time data.
• Monitor waiting list performance and identify potential breaches of waiting time targets.
• Liaise with service managers and waiting list coordinators to support target achievement.
• Receive, manage and process patient referrals in accordance with NHSGGC Waiting List Policy.
• Work closely with medical and nursing staff regarding referral management and patient pathways.
• Allocate outpatient appointments and maximise use of available clinic capacity.
• Respond to telephone enquiries from internal and external stakeholders.
• Maintain accurate and complete patient records and database information.
• Extract, analyse and summarise data to produce statistical and management reports.

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

• 3 O Grades/Standard Grades/National 5 qualifications (or equivalent), including English, or a good general education combined with previous office experience.
• Proficiency in Microsoft Office packages and other software systems.
• Advanced keyboard skills.
• Good organisational and communication skills.
• Strong verbal and interpersonal skills.
• Ability to work under pressure and manage competing demands.
• Experience working in a public-facing role.

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

NHS Greater Glasgow and Clyde 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.

Lorraine McBain, Senior Supervisor - -

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