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
An exciting opportunity has arisen to join a multidisciplinary team within the Enhanced Drug Treatment Service. The post holder will provide secretarial and administrative support to all staff based within the service. They will be responsible for organising and developing office systems and will act as a central point of contact for patients and health and social care staff. The post holder will ensure that the single point of access for patients operates effectively, managing referrals and enquiries as they arise. They will also supervise the day-to-day administration of the service, ensuring its smooth running and efficiency. The role includes projecting a positive and professional image of the team and, when required, acting with tact and diplomacy in the absence of direct supervision.
This post is based within a service that operates seven days a week. Weekend working will be part of this role.
Duration, Location, and Working Pattern
Permanent, Full-time
Shift Pattern - 7-day service, 5 over 7 days. Service is open 365 days per year
Base location - Hunter Health Centre
Key responsibilities
General
* Provide confidential secretarial and administrative support to the Team.
* Manage and maintain the Team’s administrative systems.
* Act as the first point of contact for the manager and team members.
Communications
* Ensure the single point of access phone line is covered according to the rota.
* Manage mail processes, including opening, logging, allocating, and tracking correspondence and referrals.
* Handle telephone enquiries and referrals, offering alternative referral options when criteria are not met.
* Respond to face-to-face and telephone enquiries, redirecting or passing on accurate messages as needed.
Production of Material
* Produce typed documents including letters, reports, data, and presentations.
* Gather and collate information for reports and returns for the Team Leader.
* Prepare typed letters and reports as required.
Meetings
* Arrange routine and ad hoc team meetings.
* Ensure the Team Leader/Operational Manager receives all necessary meeting papers on time.
* Attend team meetings, take minutes or action notes, and contribute suggestions for improving systems.
Records/Systems Management
* Maintain and update clinical and correspondence filing systems, including electronic databases.
* Input data and produce monthly and ad hoc reports.
* Maintain staff attendance, absence, leave, and sickness records, and prepare returns for payroll.
* Record staff training and process study leave forms.
* Manage stationery and equipment supplies, raising purchase orders as required.
* Maintain local procedures, protocols, and the Team diary.
Staff Responsibilities
* Monitor compliance with the Lone Working policy and alert the Team Leader to any issues.
* Supervise administrative staff, support training, provide cross-cover, and assist with staff induction.
* Ensure health and safety within the work area and undertake assigned responsibilities (e.g., fire warden, VDU assessor).
Complaints/Feedback
* Provide information on NHS complaints and feedback processes.
* Respond to straightforward enquiries or refer to clinical staff/managers.
* Assist individuals in recording complaints or feedback when needed.
Knowledge, training, qualifications and/or experience required to do the job
* Must show competence in the use of a 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 working in a secretarial or administrative role.
Special Skills / Knowledge
* Advanced keyboard skills.
* 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 ongoing requirement to have a personal development plan agreed with the manager, which will include participation in training and development.
* Organisational skills, including the 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
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: Sharon Duncan, Business Support Manager - Sharon.duncan5@nhs.scot - 07805 763 721
Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates
This post may close early due to the volume of responses. 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 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.
For application portal or log-in issues, please contact the Jobtrain Support Hub
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