Waiting List Clerk – Health Records Full Time NEW

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 plan, organise, prioritise and maintain, the day to day administrative tasks associated with the functionality of the outpatient waiting list service. Ensure all patients are processed through the outpatient waiting list by priority and ensure the accurate collection and recording of all local and national data required for statistically measuring waiting time purposes. The post holder is responsible for the overall maintenance related to the data accuracy and breacher monitoring of all outpatient waiting lists liaising with service managers and waiting list coordinators where applicable to ensure patients waiting list targets are met.

To be responsible for the receipt and management of all referrals, liaising with medical and nursing staff and at all times adhering to NHSGGC Waiting List Policy. The post holder will liaise with clinicians to plan management for patients, allocate appointments, deal with telephone enquiries from internal/external agencies, ensuring capacity is utilised to full potential. Post holder will ensure accuracy and completeness of data input and will extract, collate and summarise information from the database to provide statistical reports for management.

Duration, Location, and Working Pattern:

• Glasgow Royal Infirmary
• Permanent Contract
• Full-time position (36 hours per week) and Part time position (26.25 hours per week) available
• Shift Pattern for this post consist of:

Post 1 (36 hours) Monday – Thursday 0830-1630 Friday 0830-1615

Post 2 Monday – Thursday 0900-1430 Friday 0800-1315

Key responsibilities:

• Responsible for the day to day coordination of all duties related to outpatient clinics/daycase clinics /admissions, including sending out appropriate instruction / medication to patients.
• First point of contact for patients, GPs, nurses, PAMS, HCPs, administrative and clerical staff when appointments for specialties are required.
• Management of own workload, including prioritising and planning of workload according to urgency.
• Ensure timely remit of all referral letters for clinical vetting, review of letters on return and amendment of all Speciality and sub-Speciality outpatient/ day case/inpatient waiting lists entries as per clinical instruction, ensuring all letters are returned and actioned within set timescales
• Utilisation of the NHS CHI system to ensure all patients are furnished with the appropriate identifier, ensuring that all records are updated. Ensure all ‘double registrations’ on PMS system are identified and merged.
• Provision of outpatient/ day case/inpatient waiting lists reports to clinicians/ Clinical Service Manager/ General Manager to facilitate the selection of patients for appointing.
• Generation of all patient correspondence to advise of addition to waiting Lists, indication of any action, and to provide estimation of potential Waiting Times.
• Collation of all Referral Letters from internal and external mail systems, including SCI Gateway system and ensure allocation of referral letters to appropriate Specialities and sub-Speciality categories, ensuring addition to appropriate outpatient/ day case/inpatient waiting lists
• Ensure all required ‘key’ data fields are completed to facilitate analysis of the outpatient/ day case/inpatient waiting lists for NHSGGC.
• Management of all outpatient/ day case/inpatient waiting lists, including provision of current and up to date waiting times to clinicians/ Clinical Service Manager/ General Manager
• Management of all booking of patient appointments, in accordance with all Health Records and Scottish Executive protocols.
• Please refer to the job description and person specification for further details.

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

Training and/or qualification(s) required:

• 3 O grades/Standard Grades/National 5’s or equivalent 1 must be English or good general education coupled with previous office experience.

Level of experience/knowledge required:

• Previous clerical experience, preferably in a healthcare setting, desirable
• Proficient in use of software systems including Microsoft Office Packages
• Advanced keyboard skills
• Good organisational and communication skills
• Good verbal and interpersonal skills, with the ability to work under pressure in the face of competing demands
• Previous experience of working in 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
• 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:

Lorraine McBain, Senior Supervisor, On 0141 211 8270 or email [email protected]

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

This post may close early to the volume of response. Please submit your application form as soon as possible. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

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.

Candidates must 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 recruitment process.

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