NHS Greater Glasgow and Clyde (NHSGGC)
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.
You will provide a comprehensive secretarial and administrative service to Consultant(s) and their team(s). You will act as a focal point for the provision of help and advice to staff members, patients, and professionals in relation to service enquiries, and coordinate the patient’s pathway. The department delivers a full range of professional administrative, secretarial, and clerical services to support clinical staff in providing high‑quality, efficient, and patient‑centred care within Acute Services, in line with local and national standards.
All roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.
Duration, Location, and Working Pattern
* This is a permanent role working 36 hours per week
* These hours will be worked Monday to Friday
* This post will be based at Queen Elizabeth University Hospital
Key Responsibilities
We are looking to appoint a highly organised and proactive individual to provide comprehensive personal assistant and administrative support to Consultant(s) and their teams. In this role, you will play a key part in ensuring the smooth and efficient running of the service by undertaking a wide range of secretarial duties, including word processing, filing, audio‑typing, photocopying, and the preparation of letters, medical reports and routine responses to support effective patient care.
You will be responsible for managing Consultant and team diaries, ensuring effective use of time and forward planning of commitments. A key part of your role will involve sorting, distributing and prioritising incoming mail, using your judgement to determine appropriate action, as well as handling telephone and face‑to‑face enquiries from staff, patients and carers in a professional and efficient manner.
You will coordinate patient journeys by arranging referrals to clinics and investigations, organising admissions, and managing waiting lists to ensure compliance with hospital waiting time targets. You will liaise closely with a variety of departments to ensure patient records are accurate and up to date, and support the organisation of clinic schedules and on‑call rotas to maintain effective service delivery.
Additional duties include recording and preparing draft minutes of meetings when required, typing discharge summaries and clinic letters, and updating TCI lists via TrakCare in relation to patient admissions and transfers. You will also contribute to the continuous improvement of office and secretarial practices and provide cross cover across teams and sites where necessary.
The role also involves regular communication with Consultants regarding information required for external agencies, supporting Health and Safety within the office environment and providing mentoring and guidance to administrative colleagues.
You will demonstrate a strong commitment to NHS Scotland values, including care and compassion, dignity and respect, openness, honesty, responsibility, quality and teamwork, and you will act as a role model by promoting these principles in all aspects of your work. A sound understanding of confidentiality and data protection is essential, with strict adherence to GDPR and the Access to Health Records Act required at all times.
Qualifications
* Knowledge of administrative and secretarial processes within a healthcare setting
* Understanding of patient pathways and NHS systems (e.g., TrakCare)
* Awareness of confidentiality, data protection, and relevant legislation
* Ability to apply NHS Scotland values and standards in daily work
* Skills in communication, organisation, and effective service delivery
* Experience or development in mentoring administrative staff
* Ongoing development of office and secretarial best practices
What We Offer
* 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
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