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:
Family Nurse Partnership (FNP) is a programme for first time mums aged 19 and under and Care Experienced mums aged up to 25 years. It is an intensive, structured home visiting programme which is delivered by specially trained nurses to pregnant women through to their child’s second birthday. It is delivered under license. The purpose of this role is to manage the administrative staff of the Family Nurse Partnership (FNP) Offices and ensure the provision of a high level of business administrative support to Senior FNP staff through the development of staff and the establishment, management and maintenance of office systems and procedures, including data systems. To ensure that accommodation and equipment requirements of the FNP Offices are managed efficiently within budget and that appropriate support systems are developed in conjunction with specialist services such as estates, capital planning, finance, human resources, procurement, information systems and telecommunications. To have responsibility for health and safety within the FNP offices. Additionally, the post holder will support the FNP Lead Nurse in managing the business processes of the services and in making arrangements for the provision of secretariat services to groups within FNP as directed. They will assist in the collection, collation and dissemination of information from a variety of sources to support the work of FNP. To ensure that systems for processing incidents, complaints, freedom of information requests and requests under the environmental information regulations operate effectively.
The post holder must have an HNC in administration or management or SVQ level 4, or has significant relevant practical experience which demonstrates ability to work at this level.
Duration, Location, and Working Pattern:
The location for this post will be Rowan Business Park.
Please note, some hybrid working may be required.
The shift pattern for this post is Monday - Friday, 09:00 - 17:00.
Key responsibilities:
1. Manage, motivate and lead all administrative support staff within the service including responsibility for the induction, training and personal development of all administrative support staff.
2. Line manager for the administrative support staff responsible, in consultation with management team, for allocation of staff to Teams, their supervision and deployment of staff to meet operational requirements whilst ensuring continuity of service to individual teams where possible.
3. Ensure that all administrative post-holders have developed KSF Outlines and that processes and systems exist for the development and review of individual PDPs.
4. Participate in the recruitment of all administrative support staff and take responsibility for first level grievance and disciplinary issues affecting these staff.
5. Ensure that administrative support staff are encouraged to make an active contribution to the design and implementation of systems and procedures that support the effective operation of the corporate/sector office.
6. Support the FNP Management Team in the business planning of the work of the Partnership/Sector, ensuring that the business and decision making processes are appropriately and effectively operated through forward planning of activities and that meetings are organised to maximise the operational effectiveness of the Partnership.
7. Provide or secure full administrative support to a number of regular and ad hoc Group meetings. The post holder will be required to chair meetings as required and ensure that all necessary arrangements are made including booking venue, arranging room layout, notifying participants, issue of agenda and supporting papers, writing up of formal minutes, their circulation outwith those attending, and initiating and progressing any necessary follow up action. This will include responsibility for maintaining logs of items expected to be reported to future meetings.
8. Prepare and keep under review office procedures, guidance and standard documentation appropriate to the needs of FNP ensuring that there is a fair and equitable allocation of responsibilities between administrative support staff.
Knowledge, training, qualifications and/or experience required to do the job:
9. HNC in administration or management or SVQ level 4, or has significant relevant practical experience which demonstrates ability to work at this level.
10. At least 3 years previous administrative experience in a role which required practical use of written English and use of computer systems.
11. Previous experience of developing and implementing administrative systems is essential.
12. The ability to work as a key team player and respond to and meet the demands of a busy team
13. Previous supervisory experience and/or training e.g. as demonstrated by completion of management/supervisory training
14. Advanced skills in practical use/development of IT applications/systems
15. Required to have knowledge of operation of NHS organisation, or similar large scale organisation
16. High level of competence in communication (both written and oral) and in numeracy
17. Excellent organisational skills
18. Negotiation and influencing skills
19. Excellent interpersonal skills
20. Good attention to detail
21. 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:
22. A minimum of 27 days annual leave, increasing with length of service, plus public holidays
23. Membership of the NHS Pension Scheme, including life insurance benefits
24. Development opportunities including study bursaries, e-learning and classroom-based courses
25. Enhanced pay for working public holidays
26. NHS discounts on a wide range of goods and services
27. 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.
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