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Health Records Assistant - Glasgow Royal Infirmary


What are you looking for?

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

What does the Health Records Team do? 

We provide efficient Health Records Services to patients, medical and nursing staff, by ensuring that all appointments for clinics, day cases and inpatient admissions are processed accurately and that patients Health Records remain confidential.

The Health Record  provides the basis of all patient centred care.   The creation and accurate maintenance of the patient’s case record is essential to their pathway through the service/patient journey.

Working in Health Records is the basis of all NHS clinical administration 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 already hold at least three National 4 Qualifications  (or Standard Grade 3 or 4 OR Intermediate 1, A to C) in English and two other National 4 Qualifications (or equivalent)

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 roe.

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 Health Records Department, Glasgow Royal Infirmary

What are the working hours and shift pattern?

You will work a standard 37.5 hour working week (30 minutes unpaid lunch)from Monday to Thursday between  08.30 and 16:45 and   08:30 - 16:15 on Fridays.

What will I be doing? 

Most area’s of Health Records are exceptionally busy and working in Clinic reception area’s can be very challenging to ensure that all duties are completed within the time frame before the next clinics start and the next set of patients start to arrive. 

You will be working to tight time frames in various area’s including scanning where you will be scanning patient case note folders from the wards to import the information into Clinical Portal (online databases)  

Retrieving and Returning files are heavy duties and  can involve a lot of walking between filing rooms so you will be on your feet for a good part of your day.    

You will be responsible for the storage and retrieval of 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.    

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

  • Book Outpatient Appointments

  • Preparing Case notes for Outpatient Clinics ensuring that all records are available and include appropriate documentation

  • Preparing of scanning folders for Electronic Patient Record.

  • Telephone Enquiries from internal and external sources

  • Reception Duties, including Outpatients and Emergency Department

  • Pulling/Filing of Health Records – Area’s PRM, ACS, Eye store

  • Scanning of Inpatient and Outpatient notes.

  • Maintain patient confidentiality

  • comprehensive list of all duties and responsibilities is given in the full job description.

Who else works in the team?

The you will be working with a wider health records divided into areas/tasks and comprise of clerical, administrative and secretarial staff.  

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.

How can I find out more about this Apprenticeship?

If you meet the selection criteria we would encourage you to attend an information session.  These are not mandatory for applicants but it is your opportunity to speak to the Teams and find out more about the MA programme.









    Last Updated: 17 March 2017