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
To provide a comprehensive secretarial and administrative service to a Consultant(s) and their team(s). To act as a focal point for the provision of help and advice to staff members, patients and professionals in relation to service enquiries and co‑ordinate the patient’s pathway. The role is extremely specialised and diverse in providing medical secretarial support for the provision of inpatient and outpatient clinical care to patients. The post holder is required to use a great deal of initiative and resource whilst exercising a high degree of confidentiality, diplomacy and tact. A sound understanding of Board/Departmental policies and procedures is necessary together with excellent communication skills to ensure that the required information is passed on accurately and timeously. The post holder is responsible for prioritising and scheduling their own workload to ensure compliance with NHS Greater Glasgow and Clyde, and Scottish Government targets. The post holder is required to assist in organising and prioritising the Consultant(s) administrative workload to aid effective forward planning e.g. notification of cancelled/reduced clinical sessions due to annual leave/study leave; thereby ensuring efficient use of resources. The post holder must be aware of their level of responsibility and actions and as such take ownership of their post. The post holder must ensure that they undertake all statutory/mandatory training and, in conjunction with the Line Manager, develop their training as required by their own objectives and those of the service. Experience with NHS systems is essential including Trak and Clinical Portal. Waiting list experience is desirable.
Duration, Location, and Working Pattern
* Location based in Royal Alexandra Hospital
* Permanent Contract
* Full time position (36 hours per week)
* Shift Pattern for this post are Monday to Friday, 9am – 5pm
Key Responsibilities
The following sets out the core responsibilities of the Medical Secretary. The frequency and extent to which the post holder carries out all duties may vary from speciality to speciality.
* Complete personal assistant tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio‑typing, photocopying and the composition of letters, medical reports and preparation of straightforward responses and requests to ensure efficiency in patient care.
* Manage Consultant(s)/Team(s) diary to ensure effective time management.
* Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.
* Deal with telephone and face‑to‑face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
* Responsible for making arrangements for the appointment of referrals to appropriate clinics and investigative departments or arranging admissions to facilitate the patient journey, taking into account urgency and length of wait.
* Management of the waiting list to ensure available resources are used most effectively in order to appoint patients which meet hospital waiting time targets.
* Liaise with a range of departments to ensure patient records are up to date and accurate with inpatient, day care, and outpatient investigatory results.
* Liaise with Consultant’s team for planning of clinic and on‑call rotas to ensure effective service delivery and communicate these to department staff.
* May be required to record and prepare draft minutes of meetings for review and approval by members of the Consultant team.
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
Rhiannon McKeown, General Surgery Waiting List Manager, On 07970170457 or email rhiannon.mckeown@nhs.scot
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.
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Tip
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Working Week Changes from 1 April 2026
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.
Work‑Life Balance and Flexible Working
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.
Equality, Diversity and Inclusion
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.
Armed Forces Covenant
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.
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For application portal or log‑in issues, please contact the Jobtrain Support Hub in the first instance.
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