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
Specialist Children's Services (SCS) is hosted by East Dunbartonshire HSCP and is responsible for the provision of Community Paediatric, Child and Adolescent Mental Health Services (CAMHS) and Specialist Hosted Services across Greater Glasgow and Clyde. Services within SCS are delivered in 7 geographical areas:
* 3 Areas in Greater : North East, North West and South Areas
* 4 CHP's in Clyde: Renfrewshire, East Renfrewshire, and Inverclyde
The Purpose Of SCS Is To
* manage local Community Paediatric and CAMHS NHS services;
* improve the health of its population and close the inequalities gap;
* drive the local implementation of the quality strategy ensuring person centred, safe and effective care within SCS;
* achieve better specialist health care for its population;
* ensure an effective NHS process to engage in community care and children's service planning;
* work closely with local authority colleagues to deliver effective integrated services where appropriate lead NHS participation in joint and community planning;
* modernise community health services;
* integrate community and specialist health care through clinical and care networks;
* deliver effective engagement with primary care contractors;
* work with local communities to ensure they influence decisions
Duration, Location, and Working Pattern:
Permanent, Full time
Aranthrue Centre
Shift pattern - 9am - 5pm
Key Responsibilities
General
* Provide a comprehensive secretarial and administrative service to the designated multi-disciplinary team.
* Using electronic patient management system, arrange and amend appointments for patients both face to face and by telephone.
* Deal with telephone and face to face enquiries as received, providing information as required. Direct and prioritise enquires as appropriate.
Production Of Material
* Type a variety of documents (correspondence (including mail merge), reports, statistical and financial data, presentations) from a variety of sources (including audio) with a high degree of accuracy. This includes extraction of information from spreadsheets and/ or production of complex reports and presentations.
* The post-holder may, in conjunction with the Administration Manager, compile documents in relation to the progress of all issues within their remit for the area, including standard operating procedures and action plans.
* Contribute to workforce information systems and workforce planning.
* Assist the clinical multi-disciplinary team with surveys, compile statistical returns, audits, and submit reports, take forward the actions required under the direction of the Administration Manager.
Meetings
* The post-holder will prepare agendas, briefing notes and supporting paperwork for various groups to support effective service delivery.
* The post-holder will chair administration team meetings, distribute minutes and action all issues arising in liaison with the Administration Manager, other group members and relevant colleagues.
Budget Monitoring/Procurement
* To supervise the administration and supplies budget within delegated authority ensuring provision of a high quality and cost effective services. This includes authorising disbursement of patient travel expenses from petty cash.
* Ensure all financial transactions within the area of responsibility comply with Standing Financial Instructions.
* Records / System Management
* Set up and maintain attendance, absence and sickness records for multi-disciplinary team members. Ensure that monthly returns are made for Payroll purposes following authorisation by the relevant manager/input to SSTS, or equivalent systems.
* Maintain and operate the single point of access for the multi-disciplinary team and ensure that referrals are processed and tracked in accordance with established procedures under the direction of the multi-disciplinary Clinical Co-ordinator / Team Leader.
* Maintain and keep under review relevant clinical and correspondence filing systems (including, appropriate, electronic database / patient management systems). Locates any missing data to ensure full and accurate record of patient referral and discharge is produced.
* Maintain local systems, procedures and protocols for reference by staff and updated in association with the Administration Manager.
* Has responsibility for the operation of administrative systems within the multi-disciplinary team including tracking systems to support referral management i.e. Opt in process.
* Support in the implementation of new clinical services and in service re-design.
Staff Responsibilities
* To supervise and motivate all business support staff based within the multi-disciplinary team, ensuring appropriate cover for core / daily tasks, providing cross cover as required and escalating issues to the Administration Manager as appropriate.
* Undertake and contribute to the KSF/PDP process for admin staff including carrying out mid and end of year review. Liaise with Administration Manager to source and agree development / training as required.
* Support the management of sickness and absence of business support staff, including maintaining sickness absence level.
* Participate in the recruitment of business support staff, including arranging appropriate induction, on the job training and coaching to ensure that their skills meet the needs of the service.
Complaints /Feedback
* To deal effectively and sympathetically with patient feedback, comments, concerns and complaints in accordance with the NHSGG&C Complaints Policy.
* Provides information and advice to patients and others on NHS complaints and feedback arrangements. Responds directly to straightforward enquiries or refers matters for consideration by clinical staff/service managers. If required can assist others to record their complaint /feedback.
Building
* Where appropriate, delegated responsibility to resolve day to day issues relating to the operational management of the centre, liaising with Estates Department, Hotel Services, Telecommunications, Health & Safety and outside contractors as required to ensure the smooth running of operations.
* Support the Administration Manager to co-ordinate new works, building scheme upgrades, extensions and refurbishments ensuring that premises are fully maintained and provide a safe working environment.
* Contribute to the Health & Safety Management Manual for the area of delegated responsibility
Knowledge, training, qualifications and/or experience required to do the job:
Experience / Qualifications
* Must be able to demonstrate competence in the use of range of computer packages evidenced by experience or formal qualification e.g. ECDL
* Recognised qualification in Administration equivalent to HNC in Secretarial Studies or Business Administration, or SVQ in Administration at Level 3, or significant relevant equivalent practical experience.
* Conversant with office procedures and systems and able to demonstrate prior experience of working in a secretarial or administrative role.
Specific Skills/ Knowledge
* Must be able to demonstrate advanced keyboard skills.
* Must be able to demonstrate excellent typing skills, including audio typing.
* Good command of verbal and written English.
* Thorough knowledge of own department and organisation gained through prior experience within the organisation, induction, or period of orientation of not less than 4 weeks.
* There will be an on-going requirement to have a personal development plan agreed with the manager which will include participation in training and development to develop and update skills as service develops and evolves.
* Organisational skills, including ability to deal with a range of non-routine tasks, apply problem solving skills and ability to manage conflicting demands.
Personal Attributes
* Team player
* Attention to detail
* Highly motivated and enthusiastic
* Highly developed time management skills
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, Please Contact
Lindsay Jack, SCS Manager
Details on how to contact the Recruitment Service and the Recruitment Process:
This post may close early 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.
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 (NHSGGC) 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.
Candidates must provide original and authentic responses to all questions within the application form. The use of
artificial intelligence (AI)
, automated tools or other third-party assistance to generate, draft or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the recruitment process.
For application portal or log-in issues, please contact the in the first instance.