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
This is an opportunity for an individual to undertake a key role for 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, as required. The post holder will work autonomously, prioritising their own workload on a day‑to‑day basis. They will have supervisory responsibility for the local in‑patient administrative and clerical team that supports the wider in‑patient management team at Gartnavel Royal Hospital. Applicants should possess excellent knowledge of IT / eHealth systems (including SSTS, Datix, eESS, EMIS or equivalent) and strong communication and problem‑solving skills.
Duration, Location, and Working Pattern
* Location based in Gartnavel Royal Hospital
* Fixed‑term contract for 1 year
* Full‑time position (36 hours per week)
* Shift pattern: Monday to Friday, 9am to 5pm
Key Responsibilities
* Responsible for their own workload, working autonomously and interpreting administrative policies as needed.
* 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.
* Manage electronic and paper correspondence daily, taking action or forwarding to the appropriate person and escalating urgent issues to the Clinical Director.
* Proactively manage and organise the Clinical Director’s electronic diary and forward‑planning schedules, liaising with senior managers and external stakeholders to plan meetings.
* Handle telephone and face‑to‑face enquiries from all staff groups, providing information and prioritising queries to enhance service delivery.
* Administer and maintain the North West Glasgow and West Dumbarton element of the Datix database, ensuring accurate recording and reporting of serious incidents.
* Act as the point of contact for the Procurator Fiscal, relatives of deceased patients and the Clinical Risk Team for the North West Incident Review Group.
* Coordinate and, if requested, draft report submissions, including papers to meet internal or external deadlines, sourcing data and information as required. This may include preparing agendas, taking and producing minutes and circulating them to stakeholders.
* Follow all required financial, project planning and reporting organisational processes, managing resources within defined limits and alerting the Clinical Director to corrective action when necessary.
* Design, maintain and improve administrative systems and apply a consistent approach to all administrative policies and procedures within the directorate and across the organisation, ensuring they remain fit for purpose.
Knowledge, Training, Qualifications and Experience
* Degree level education or equivalent, with demonstrable experience providing senior‑level administrative support.
* High degree of computer literacy, with experience in MS Word, Excel, PowerPoint, Outlook and Adobe; 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, including the ability to assimilate and present complex information to a range of audiences.
* Excellent interpersonal skills, effective work planning, flexibility, initiative and adherence to organisational processes and policies.
* Resilience and the ability to work effectively independently and as part of a team, delivering high quality services to internal and external stakeholders.
* Display tact, diplomacy and ensure 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: 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
We encourage applications from all sections of the community. NHS Greater Glasgow and Clyde is committed to promoting equality, diversity and inclusion and welcomes applications from individuals representing a diverse workforce. As a Forces Friendly Employer, we welcome applications from the Armed Forces community and recognise military skills and experience.
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