Administration Officer- Radiology B2

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 Diagnostics Directorate is looking for a full time Administration Officer based at Inverclyde Royal Hospital X Ray Department. This is a permanent position. The post will be based within Inverclyde Royal Hospital. Occasional travel across the Clyde Sector may be required as well as GGC as per service needs. The primary purpose of this role is to provide a comprehensive, confidential, efficient, high quality and timely administrative rotational support within the main Radiology department, booking office and sub departments. The post holder will operate with a high degree of autonomy managing their own workload, reprioritising when necessary to accommodate urgent and ad hoc requests.

Working patterns available

The shift pattern is 36 hours per week over 7 days (in line with reduced working week), Monday to Sunday 8:00 am 8:00 pm.

Responsibilities of the role

• Providing an efficient reception and administration support within the Radiology Department.
• Opening and closing reception areas/department as appropriate.
• First point of contact within the Department for external and internal patients.
• Registering confidential patient data on RIS, registering & updating patient demographics efficiently and with a high level of accuracy.
• Make full use of various patient information systems to update patient demographics, appointments, waiting lists, and tracking as appropriate to ensure that there is a full audit trail for reports and films.
• Co ordinate CRIS (Clinical Radiology Information System) diaries with available Radiologist/Radiographer sessions on distribution of the weekly rota, ensuring that all sessions are filled according to availability of Radiologists and that National Waiting Time Guarantees are achieved.
• Coordinate all patients' appointment letters, including all relevant information eg, fasting instructions, and preparation in accordance with NHS Government Regulations on waiting times.
• Communicate with patients regarding changed and cancelled patient appointments, as required often at short notice.
• Organise patient transport and interpreting services as per site protocol.
• Communicate with patients face to face or via telephone conversation with any concerns they may have regarding appointments, cancellations, waiting list times and any preparations required for their examination in a sympathetic & diplomatic manner to allay their fears.
• Issue verified verbal and written diagnostic reports to referrers in line with Departmental policy.
• Pull films and download PACS (Picture Archiving and Communication System) images as appropriate, ensuring accurate tracking is maintained on CRIS.
• Plan and organise in advance all appropriate documents and film retrieval where required for comparative purposes during reporting.
• Accurate filing of films and request cards.
• Request films from other hospitals for comparative reporting in line with departmental guidelines.
• Provide information in relation to waiting lists to the supervisor on a daily basis.
• Carry out basic audits in relation to the number or type of examination requests or patient attendances for service planning purposes.
• Ensure that research codes are recorded against patient attendances to ensure accurate records are available in relation to research and trials.
• To undertake housekeeping duties in filing and other A&C areas as outlined in weekly cleaning schedules, including culling of files, tidying of filing areas, booked within the waiting time targets to the booking office supervisor or office manager.
• Issue relevant preparatory instructions, either over the telephone or by instruction letter for the examination or procedure, giving priority to urgent requests and ensuring that requests are assigned to the appropriate Consultant's specialist list.

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

Essential

• Proficient in the use of software systems, including Microsoft Office packages i.e. Word, Excel, Outlook and Teams.
• Good organisational and communication skills, including the ability to prioritise and work under pressure to tight timescales.
• Flexible approach and an understanding of the principles of good teamwork.
• Ability to work proactively on own initiative, flexibly and independently.

Desirable

• Basic knowledge and understanding of medical terminology required at entry which will develop through training & experience to a specialist level.
• Knowledge and understanding of working procedures and regulations related to Imaging acquired through experience.

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

Interested?

If you would like to find out more, we would love to hear from you.

For an informal discussion, please contact the Clyde Sector Admin Manager - or .

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

This post may close early due 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.

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).

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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.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.

For application portal or log in issues, please contact the Jobtrain Support Hub in the first instance.