Job Advert
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:
The department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient-centred care within Acute Services, in line with local and national standards.
Duration, Location, and Working Pattern:
* Permanent
* Full time 37 hours per week
* Shift Pattern - Monday-Friday 8am-4pm
* Queen Elizabeth University Hospital
Key responsibilities:
* Carry out a full range of personal assistant duties to support Consultants, including typing, filing, audio‑typing, scanning, photocopying, and preparing letters, reports, and responses to support efficient patient care.
* Manage Consultant/Team diaries to ensure effective use of time.
* Sort, prioritise, and distribute incoming mail, using judgement to direct items appropriately.
* Handle telephone and face‑to‑face enquiries from staff, patients, and carers, providing information and prioritising queries to support smooth service delivery.
* Upload patient referrals to SCI Gateway when required.
* Run discharge reports on TrakCare and forward records for dictation twice weekly.
* Arrange appointments, investigations, admissions, and follow‑ups, considering urgency and waiting times to support patient flow.
* Manage waiting lists to ensure efficient use of clinic capacity and compliance with waiting time targets.
* Review clinic outcomes and liaise with Consultants to ensure follow‑up actions are completed.
* Complete clinic build, cancellation, and reduction forms for Health Records.
* Liaise with departments to ensure patient records are accurate and up to date.
* Work with Consultants and nursing staff to plan clinics, on‑call rotas, and theatre lists, and communicate these to relevant staff.
* Record and prepare draft minutes of meetings when required.
* Share responsibility for typing discharge summaries and clinic letters.
* Update TCI lists on TrakCare/OPERA for admissions and transfers when needed.
* Contribute to developing office and secretarial processes to improve service delivery.
* Provide cross‑cover for colleagues when necessary.
* Communicate with Consultants regarding written information required for external agencies.
* Follow agreed protocols for medication changes prior to surgery.
* Support administration of Endowment funds in line with financial regulations.
* Share responsibility for Health and Safety within the office.
* Support mentoring, training, and shadowing of administrative staff.
* Promote NHS Scotland values of care, compassion, dignity, respect, openness, honesty, responsibility, quality, and teamwork.
* Act as a role model for NHSGGC values, demonstrating professionalism and respect.
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, please contact:
Gillian Reynolds, Interim Service Support Manager - Gillian.reynolds3@nhs.scot - 0141 452 2820
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 Jobtrain Support Hub in the first instance.