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Health Records Assistant - Beatson West of Scotland Cancer Centre


What are you looking for?

We are recruiting an Apprentice to train as a Health Records Assistant, based a the Beatson and supporting the Health Records function within the NHSGGC e- Health Team

What does the Health Records - Filing Library Team do? 

The filing library provides the basis of all patient centred care.   The creation of the patient’s case record is essential to their pathway through the service/patient journey.

Working in the filing library is the basis of all admin processes and provides a good understanding/foundation of health records hospital processes.   Previous health records staff have gone onto secure posts such as referral management co-ordinator, support secretary, team leader and admin manager!

Recent graduates from other NHSGGC Health Records Apprenticeships have also moved into supervisory roles within Health Records departments.

What qualifications do I need?

At the point of submitting your application you must have a National 4 in English two other National 4 Qualifications (or equivalent level SQF Qualifications/Awards)

As well as meeting the academic criteria you must also demonstrate in your application that you possess excellent attention to detail as accuracy is vital in this role.

You will demonstrate the ability to multi task, working alone as well as part of a wider team.  Good interpersonal and communication skills are essential.

This is a a role that requires daily to the manual handling of case records ad loading, pushing and unload trolleys.

The most important personal qualities you will have is the ability to communicate effectively with colleagues and the public, a willingness to be flexible, help your colleagues and be  willing to learn new skills.

You will find further guidance on how to complete this section of the application form and suggested examples of cross transferable skills from education/extra curricular activities in the in the Candidate  Information pack. COMING SOON

Is there an age limit?

These apprenticeship are only open to applicants aged 16-24 years (or 29 years for candidates with a disability)  in line with NHS Greater Glasgow and Clyde Youth Employment Plan and in support of our workforce demographics and projections. 

Where will I be working? 

You will be based in the Beatson West of Scotland Cancer Centre on the Gartnaval Hospitals campus with within the health records filing library.

What are the working hours and shift pattern?

You will work a standard 37.5 hour working week from Monday to Friday between  8:30 am to 5 pm, (60 minutes unpaid lunch)

What will I be doing? 

You will be responsible for the storage and retrieval of paper based patient records, frequently filing up to 100 records per day within designated areas.

The post is physically demanding and also works to right timescales/deadlines therefore the need to complete the tasks within these deadlines is essential to supporting patient care.    

You can be on their feet for 75% of the day and/or spend a considerable time working on the IT system with data input following the retrieval of case records.

Your duties will include, but are not limited to some or all of the following.

  • Filing of patient case record folders:  folder is 32 cm x 24 cm and can be up to 20 cm thick.   
  • Printing of clinic lists from the TrakCare system to facilitate the retrieval of case records from the filing library / secretarial offices / wards etc.
  • Preparation of case records for clinics.
  • Electronic case record tracking using the TrakCare system.
  • Pushing trolleys of case records from secretarial offices to the filing library and from the filing library to the outpatient reception areas.
  • Communicating with colleagues both on site at the Beatson and on peripheral/WoScotland sites in relation to case records for clinics.
  • Requesting, via the electronic system, case records from offsite storage areas.
  • Management  of records of patients who are deceased and records where no further follow up is required.
  • Updating tracking system and boxing case records in preparation for uplift to offsite storage.
  • Photocopying and printing of case records.

 Who else works in the team?

The larger team of the health records team encompasses over 130 members of staff across NHSGGC, including a satellite site the NHS Lanarkshire Beatson. 

The teams are divided into areas/tasks and comprise of clerical, administrative and secretarial staff.  The filing library team comprises of a team leader and approximately 12 team members.

We continually strive to embrace new methods of working and over the past few years have developed our own referral management centre.   Working within the filing library provides good team working ethos; not only within the filing library team but with the various teams on site.

What qualifications and training will I receive?

During the MA programme you will be working towards achieving an SVQ 2 in Healthcare Support (Non Clinical)

You will find more detail on the training and education components of this apprenticeship in the Candidate Information Pack

How long will the Apprenticeship last?

This apprenticeship will last for 12 Months

When will this Apprenticeship start?

We anticipate that successful candidates will commence employment (subject to the length of time it takes to complete individual pre employment checks) by June 2017.

What happens a the end of the Apprenticeship?

All candidates who successfully complete all elements of the NHS Greater Glasgow and Clyde Modern Apprenticeship Programme will move into permanent employment within the organisation.

How much will I be paid and how many hours a week will I work?

NHS Greater Glasgow an Clyde is a Living Wage Employer and this Modern Apprenticeship will pay you a minimum of £16,086 per year (£8.25 per hour)

You will work a 37.5 hour week.

As an employee of Greater Glasgow and Clyde you will also be entitled to all the benefits that our staff receive including a minimum of 27 days paid annual leave, an additional 8 days paid public holidays and enrolment in the NHS Scotland Pension Scheme.




Last Updated: 17 March 2017