Overview
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 is 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. The post holder will work autonomously, prioritising their own workload on a day‑to‑day basis and supervising the local in‑patient administrative and clerical team that supports the wider in‑patient management team at Gartnavel Royal Hospital. Candidates should understand the organisation, possess excellent knowledge of IT / eHealth systems (SSTS, Datix, eESS, EMIS or equivalent), and excel in communication and problem‑solving skills.
Duration, Location, and Working Pattern
* Location: Gartnavel Royal Hospital
* Contract: Fixed‑term for 1 year
* Hours: Full‑time (36 hours per week)
* Shift pattern: Monday to Friday, 9am to 5pm
Key Responsibilities
* 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 standards adhered to, often dealing with complex, sensitive or contentious information.
* Handle electronic and paper correspondence – incoming and outgoing – on a daily basis, taking appropriate action, forwarding to relevant parties, or bringing urgent issues to the Clinical Director’s attention.
* Proactively manage and organise the Clinical Director’s electronic diary and forward‑planning schedules to support effective planning and time management, liaising with senior managers and external stakeholders.
* Deal with telephone and face‑to‑face enquiries from all staff groups, providing information and directing queries to ensure service delivery efficiency.
* Administer and maintain the North West Glasgow and West Dumbarton element of the Datix database, ensuring accuracy of recording and reporting serious incidents.
* Act as point of contact for the Procurator Fiscal, relatives of deceased patients and the Clinical Risk Team as North West Incident Review Group administrator.
* Coordinate and, if requested, draft report submissions, including minutes, agendas and circulation of documents to stakeholders for action.
* Follow required financial, project planning and reporting processes, manage resources within defined limits and alert the Clinical Director where corrective action is required, while designing, maintaining and improving administrative systems.
* Support clinical administration associated with the in‑patient consultant’s role and liaise with MoD contacts as necessary.
Qualifications and Experience
* Degree level education or equivalent with demonstrable expertise and high‑level practical experience in senior administrative support.
* High degree of computer literacy, including MS Word, Excel, PowerPoint, Outlook, Adobe, and proficiency in organisational systems such as Datix, EMIS, SSTS and eESS.
* Ability to coordinate agendas, record minutes and support meetings.
* Strong analytical, persuasive and written communication skills, able to assimilate and present complex information suitable for diverse audiences.
* Excellent interpersonal skills, effective work planning, flexibility, initiative, and ability to comply with organisational processes and policies.
* Resilience, ability to work effectively independently and as part of a team, delivering high‑quality services to internal and external stakeholders.
* Display tact, diplomacy and maintain confidentiality in all matters.
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.
EEO and Equality Statement
NHSGGC recognises the importance of work‑life balance and is committed to offering a range of flexible working options where service needs allow. We encourage applications from individuals seeking flexible working arrangements and are committed to promoting equality, diversity and inclusion. We welcome applications from all sections of the community, including recruits from the Armed Forces Community, and are proud to be a Forces Friendly Employer. Our recruitment and selection processes recognise and value military skills, experience and qualifications.
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