Overview
NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom. It employs approximately 40,000 staff across a wide range of clinical and non‑clinical professions and roles, delivering 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. This one‑year fixed term contract at Gartnavel Royal Hospital offers a role as Personal Assistant, providing comprehensive secretarial and administrative support services for the Clinical Director in Psychiatry for West Glasgow and West Dunbartonshire, the local management team and wider organisation as required. The post holder will work autonomously, prioritising their own workload on a day‑to‑day basis and supervising the local in‑patient administrative and clerical team.
Duration, Location, and Working Pattern
* Location: Gartnavel Royal Hospital
* Fixed‑term contract: 1 year
* Full‑time: 36 hours per week
* Shift pattern: Monday to Friday, 9 am to 5 pm
Key Responsibilities
* Define outcomes as required but manage own workload autonomously.
* Provide a full range of administrative and secretariat services for the Clinical Director, in‑patient consultant psychiatrist, Occupational Therapy Mental Health Advisor and the North West Incident Review Group, ensuring agreed deadlines are met and agreed standards adhered to.
* Deal with electronic and paper correspondence daily, taking action where appropriate or forwarding to the most appropriate person and raising urgent issues to the Clinical Director.
* Proactively manage and organise the Clinical Director’s electronic diary and forward planning schedules, liaising with senior managers and external stakeholders to plan meetings.
* Handle all telephone and face‑to‑face enquiries from staff groups, directing and prioritising queries for efficient service delivery.
* Administer and maintain the North West Glasgow and West Dumbarton element of the Datix database, ensuring accuracy of recording and reporting of serious incidents.
* Act as point of contact for the Procurator Fiscal, relatives of deceased patients and the Clinical Risk Team as North West Incident Review Group administrator.
* Coordinate MoD contacts and complete clinical administration associated with the in‑patient consultant’s role.
* Coordinate and draft report submissions, including agendas, minutes and circulation to stakeholders for action.
* Manage resources within defined limits, following financial, project planning and reporting processes and alerting the Clinical Director where corrective action is required. Design, maintain and improve administrative systems in line with policies and procedures.
Knowledge, Training, Qualifications and Experience
* A degree or equivalent, or demonstrable expertise in an area supported by practical experience and senior level administrative support.
* High computer literacy, including MS Word, Excel, PowerPoint, Outlook and Adobe, and experience with organisational systems such as Datix, EMIS, SSTS and eESS.
* Ability to coordinate agendas, record minutes and support meetings.
* Strong analytical, persuasive and written communication skills, able to present complex information to varied audiences.
* Excellent interpersonal skills, effective planning, flexibility, initiative, and compliance with organisational policies and relevant procedures.
* Personal resilience and aptitude to work effectively in a standalone post and as part of a team, focusing on high quality services for stakeholders.
* Display tact, diplomacy and confidentiality in all matters.
Benefits
* Minimum 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.
Equal Opportunity Statement
NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work‑life balance and is committed to offering flexible working options where service needs allow. NHSGGC encourages applications from all sections of the community, promotes equality, diversity and inclusion, and is proud of the diverse workforce it employs. By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer and welcomes applications from across the Armed Forces Community.
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