Waiting List Assistant

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 Waiting List Clerk will provide a comprehensive administrative service to support the effective management of outpatient, day case and inpatient waiting lists. The post holder will coordinate referrals and appointments, maintain accurate patient records, manage waiting lists in line with national waiting time guarantees, monitor potential breaches, and ensure clinic capacity is utilised to its full potential. Responsibilities include processing referrals, generating patient correspondence, producing reports and statistical information, managing appointment bookings, cancellations and rescheduling, responding to enquiries from patients and healthcare professionals, and supporting clinicians and managers with information required for service planning and performance monitoring. The role requires close liaison with clinical and administrative colleagues to ensure a high-quality, patient-centred service is delivered while adhering to all relevant NHS policies, procedures and legislative requirements.

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).

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

The Waiting List Clerk is responsible for planning, organising, prioritising and maintaining the day-to-day administrative activities associated with outpatient, day case and inpatient waiting list services. The post holder will ensure patients are managed and processed according to clinical priority and national waiting time standards, maintaining accurate records and data to support local and national performance reporting. Working closely with clinicians, managers and multidisciplinary teams, the role supports the effective management of referrals, appointments and waiting lists while ensuring compliance with NHSGGC Waiting List Policy and data protection requirements.

Duration, Location, and Working Pattern:

• Permanent
• Queen Elizabeth University Hospital Admin Block
• 36 Hours

Key Responsibilities

• Good standard of general education.
• Experience of working in an administrative or clerical role.
• Knowledge of NHS administrative systems and processes.
• Understanding of patient administration systems and waiting list management.
• Experience of accurate data entry and record management.
• Ability to produce reports and analyse information from databases.
• Knowledge of confidentiality, GDPR and information governance requirements.
• Strong organisational and prioritisation skills.
• Excellent communication and customer service skills.
• Ability to work independently and as part of a multidisciplinary team.
• Proficient in Microsoft Office applications, including Word, Excel and Outlook.
• Willingness to undertake relevant training and development required for the role.
• Knowledge of NHS waiting time standards and targets is desirable.
• Experience of using PMS, CHI, SCI Gateway or similar NHS systems is desirable.

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.

• 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

Linda Colvin, Service Support Manager, 0141 451 6752, Linda.Colvin@nhs.scot

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

Information for candidates

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