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
This is an opportunity for an individual to undertake a key role for a one‑year fixed‑term contract at Gartnavel Royal Hospital as a Personal Assistant, providing a comprehensive range of 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. They will have supervisory responsibility for the local in‑patient administrative and clerical team function that supports the wider in‑patient management team at Gartnavel Royal Hospital. Individuals wishing to apply should have a clear understanding of the organisation, possess excellent knowledge of IT / eHealth systems as the foundation to support common NHS systems, including SSTS, Datix, eESS, EMIS or an equivalent patient and staff focused administrative systems. They should also excel in their communication and problem‑solving skills as this would be applied in their day‑to‑day work.
Duration, Location, and Working Pattern
* Location: Gartnavel Royal Hospital
* Contract: fixed‑term for 1 year
* Position: full‑time (36 hours per week)
* Shift pattern: Monday to Friday, 9 am to 5 pm
Key Responsibilities
* Defined outcomes are provided, but the post holder is responsible for own workload and works autonomously, taking action based on interpretation of administrative policies.
* 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 that agreed standards are adhered to. At times, this information will be complex, sensitive or contentious and will require to be dealt with in a persuasive and empathic manner.
* Deal with both electronic and paper correspondence incoming and outgoing on a daily basis, taking action/decisions where appropriate or forwarding to the most appropriate person for action/information and bringing more urgent issues to the attention of the Clinical Director, ensuring that all types of correspondence are dealt with timeously and effectively.
* Proactively manage and organise the Clinical Director’s electronic diary and forward‑planning schedules in order to support effective planning and time management, liaising with other senior managers and external stakeholders on behalf of the Clinical Director to plan meetings.
* Deal with all telephone and face‑to‑face enquiries from all staff groups, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of 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.
* As North West Incident Review Group administrator, the post holder is the point of contact for the Procurator Fiscal, relatives of deceased patients and the Clinical Risk Team.
* Post‑holder liaises with MoD contacts and completes clinical administration associated with the in‑patient consultant’s role.
* Coordinate and, if requested, draft report submissions, including papers to meet specified internal or external deadlines, sourcing appropriate data and information as required. This may include preparing agendas, taking and producing minutes and circulating to stakeholders for action and information.
* Follow all required financial, project planning and reporting organisational processes, managing resources with defined limits and taking action or alerting the Clinical Director where corrective action is required. This includes designing, maintaining and improving administrative systems and applying a consistent approach to all administrative policies and procedures within the directorate and across the organisation to ensure that these remain fit for purpose.
* Refer to the job description and person specification for further details.
Knowledge, Training, Qualifications and/or Experience Required
* Post holder requires an education to a degree level or equivalent, or can demonstrate expertise within a specialism underpinned by practical experience to a high level, coupled with demonstrable experience of providing administrative support at a senior level.
* High degree of computer literacy, including experience in MS Word, Excel, PowerPoint, Outlook and Adobe. The post holder will operate a number of organisationally used systems such as Datix, EMIS, SSTS and eESS.
* Essential ability to coordinate agendas, record minutes and support meetings.
* Strong analytical skills, high level of persuasive and written communication skills, including the ability to assimilate and present complex information in formats suitable for a range of audiences, including presentations.
* Excellent interpersonal skills, effective work planning, flexibility, initiative and ability to work to agreed timetables and to comply with all required organisational processes and relevant policies. Personal resilience and aptitude to work effectively in a standalone post, and a proven ability to work and contribute as part of a team and to focus on delivering high‑quality services to internal and external stakeholders. Display at all times tact and diplomacy and ensure all matters are dealt with in a confidential manner.
What We Offer
* 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
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
NHS Greater Glasgow and Clyde recognises the importance of work‑life balance and is committed to offering a range of flexible working options where service needs allow. 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.
All positions are subject to statutory and NHS requirements for equal opportunities and are advertised in accordance with the NHS Equality Act and related guidelines.
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