Role
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.
Duration, Location, and Working Pattern
Fixed Term, 12 Months – Part time
Shift Pattern – Wednesday 0900‑14.30, Thursday & Friday 0900‑1700
Base location – Queen Elizabeth University Hospital
Key Responsibilities
Core Purpose of the Role
The Medical Secretary acts as a key administrative link between Consultants, patients, and wider clinical services. The post holder manages clinical correspondence, schedules, patient pathways, and departmental communication while upholding confidentiality, professionalism, and NHS values.
Administrative and Secretarial Support
* Provides full personal assistant support to Consultants, including audiotyping, word processing, filing, scanning, photocopying, and preparing routine and complex correspondence.
* Manages Consultant and team diaries, ensuring effective scheduling and time management.
* Sorts, prioritises, and distributes incoming mail, using judgement to direct items appropriately.
* Handles telephone and facetoface enquiries from staff, patients, relatives, and carers, prioritising and directing queries to support efficient service delivery.
* Uploads referrals to SCI Gateway and processes discharge reports via TrakCare.
* Types clinic letters, discharge summaries, and other clinical documentation.
Patient Pathway and Clinic Coordination
* Arranges patient appointments, investigations, admissions, and follow‑up, considering urgency and waiting‑time targets.
* Manages waiting lists to ensure effective use of clinical capacity and compliance with hospital targets.
* Reviews clinic outcomes and liaises with Consultants to ensure follow‑up actions are completed.
* Completes clinic build, cancellation, and reduction forms for Health Records.
* Updates TCI lists and ensures patient records are accurate and up to date across inpatient, outpatient, and daycare settings.
* Supports planning of clinic rotas, on‑call rotas, and theatre lists in collaboration with Consultants and nursing staff.
Communication and Liaison
* Acts as a central communication point between Consultants, clinical teams, administrative staff, and external agencies.
* Provides written information for external bodies when required.
* May record and prepare draft minutes for meetings.
* Ensures medication‑related protocols (e.g., stopping/adjusting medicines pre‑surgery) are followed.
Service Improvement and Office Management
* Contributes to the development of office systems and secretarial practices to improve service delivery.
* Provides cross‑cover for colleagues when required.
* Supports administration of Endowment Funds in line with financial regulations.
* Shares responsibility for Health & Safety within the office environment.
Training, Mentoring and Professional Standards
* Supports the mentoring, training, and shadowing of administrative staff.
* Promotes NHS Scotland values – care, compassion, dignity, respect, openness, honesty, responsibility, quality, and teamwork.
* Acts as a role model for NHSGGC organisational values and professional behaviour.
* Ensures compliance with GDPR, Access to Health Records Act, and all confidentiality legislation.
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
Maureen Manson, Administration Manager – Maureen.manson2@nhs.scot – 0141 314 4246
Details on how to contact the Recruitment Service and the Recruitment Process:
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.
AI tools like ChatGPT or Copilot can be great for planning and preparing your application, but your answers must be your own.
* Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
* Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
* Why this matters: Applications that rely on AI‑generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.
Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.
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.
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. 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.
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.
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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