Overview
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 department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient-centred care within Acute Services, in line with local and national standards.
Duration, Location and Working Pattern
Fixed Term – 12 months; Part time
Base location – Glasgow Royal Infirmary
Shift Pattern – Monday to Friday
Please note that salary is Pro Rata for part-time posts.
Key Responsibilities
The following sets out the core responsibilities of the Medical Secretary. The frequency and extent to which duties are carried out may vary by specialty.
* Complete personal assistant tasks for Consultant(s), including word processing, filing, audiotyping, scanning, photocopying, and preparing letters, medical reports, and complex correspondence to support efficient patient care.
* Manage Consultant(s)/Team diary to ensure effective time management.
* Sort, distribute, and prioritise incoming mail, using judgement to determine what requires Consultant attention and what can be redirected.
* Handle telephone and face-to-face enquiries from staff, patients, relatives, and carers, providing information and prioritising queries, including contacting patients at short notice.
* Upload patient referrals to SCI Gateway where appropriate.
* Run discharge reports on TrakCare and send records to consultants for FDL dictation twice weekly.
* Arrange appointments for referrals to clinics and investigative departments (e.g., ultrasound, biopsy) and organise admissions/follow-up based on urgency and waiting times.
* Manage waiting lists to ensure effective use of resources and compliance with waiting time targets.
* Review clinic outcomes and liaise with consultants to ensure follow-up actions are completed.
* Complete clinic build, cancellation, and reduction forms for Health Records.
* Liaise with departments to ensure patient records are accurate and up to date with inpatient, day care, and outpatient results.
* Liaise with Consultant/nursing staff to plan clinic and on-call rotas/theatre lists and communicate these to staff.
* Record and prepare draft minutes of meetings when required.
* Share responsibility for typing discharge summaries and clinic letters.
* Update TCI lists on TrakCare/OPERA for admissions and transfers when required.
* Develop office and secretarial practices to improve service delivery and maintain good practice.
* Provide reasonable cross-cover when necessary.
* Communicate with Consultants regarding written information required for external agencies.
* Follow agreed protocols for ceasing/changing medications prior to surgery.
* Support administration of Endowment funds in line with Standing Financial Instructions.
* Share responsibility for Health and Safety within the office.
* Support mentoring, training, and shadowing of admin staff.
* Promote NHS Scotland core values: care and compassion, dignity and respect, openness, honesty, responsibility, quality, and teamwork.
* Act as a role model for NHSGGC organisational values, demonstrating professionalism and respect.
* Comply with GDPR, Access to Health Records Act, and all legislation relating to confidential data.
Knowledge, training, qualifications and/or experience required to do the job
* HNC/SVQIII in Secretarial Studies/Business Administration or equivalent experience
* Proficient in use of software systems including Microsoft Office Packages
* Advanced keyboard skills
* Medical terminology
* Good organisational and communication skills
* Ability to work independently or as part of a team
* Excellent interpersonal skills with the ability to demonstrate all-round professional attitude especially under pressure with deadlines and conflicting interests.
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
Clare Cantwell, Interim Admin / Waiting List Manager - clare.cantwell@nhs.scot - 0141 201 3716
Details on how to contact the Recruitment Service and the Recruitment Process:
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.
AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.
* Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
* Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
* Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.
Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.
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.
By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. 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 in the first instance.
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