Overview
NHS Greater Glasgow and Clyde (NHSGGC) Facilities team within Queen Elizabeth University Hospital is seeking a part‑time administrative assistant to support the Facilities Management team. The role involves a mix of clerical duties, reception coverage, telephone and email handling, and coordination of support service requests.
Location, Duration and Working Pattern
* Location: Queen Elizabeth University Hospital
* Part‑time (19.20 hours per week)
* Permanent contract
* Shift pattern: 2‑week rota
Week 1: Mon‑Fri 9:00‑13:00
Week 2: Mon‑Fri 13:00‑17:00
Key Responsibilities
* Receive and process telephone and voicemail requests for emergency estate jobs, soft facilities management services and other support requests; ensure they are forwarded to the appropriate manager or supervisor.
* Record and progress general requests and enquiries in the call‑logging system, including transcribing information from voicemail calls.
* Handle all internal and external telephone enquiries efficiently and professionally.
* Operate and monitor the FM First estate software system; provide feedback on defect progress and trace lost job numbers.
* Use the Health Board’s email, voicemail and paging systems proficiently.
* Deal with requests, compliments and complaints from managers, staff, visitors and contractors via the front desk.
* Issue ID badges for QEUH/RHC and other units, including data entry, photograph capture, badge printing and filing of access information.
* Log all job requests and complaints in the system, assign job numbers and prioritize tasks; follow up to ensure job closure.
* Monitor the critical and medical gas panel alarms as part of the Building Management System and initiate the appropriate standard operating procedure when necessary.
Qualifications, Training and Experience
* Health & Safety at Work knowledge.
* Customer Care programme experience.
* Excellent communication and interpersonal skills.
* Strong organisational ability and capacity to work under pressure while re‑prioritising tasks.
* Excellent knowledge of the hospital site, its support services and all electronic information systems used.
* Proficient Word, Excel and other business software skills.
Benefits
* 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: study bursaries, e‑learning and classroom courses.
* Enhanced pay for public holiday work.
* Wide range of NHS discounts on goods and services.
* Comprehensive Employee Assistance Programme, Cycle to Work Scheme, and other supporting policies.
Equality, Diversity and Inclusion
NHSGGC is an equal opportunity employer and encourages applications from all sections of the community, including the Armed Forces Community. We are committed to promoting equality, diversity and inclusion, and we celebrate a diverse workforce.
Work‑Life Balance
NHSGGC recognises the importance of flexible working options where service needs allow. For part‑time positions, flexible working arrangements will be discussed during the recruitment process.
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