NHS Scotland
Medical Secretary - Institute of Neurological Sciences
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Medical Secretary Position – Neurophysiology Team
About the NHS Greater Glasgow and Clyde (NHSGGC)
NHSGGC is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across clinical and non-clinical professions. We deliver acute hospital, primary, community, and mental health services to over 1.15 million people, and a wider population of 2.2 million including regional services.
The Role
An exciting opportunity has opened in the Institute of Neurosciences for an experienced Medical Secretary to join the Neurophysiology team at the Queen Elizabeth University Hospital. As the first point of contact for patients and staff, you’ll manage audio typing and complex administrative duties within a large-scale service.
Key Requirements:
- Recognised qualification in secretarial studies or equivalent experience
- Minimum 1 year of audio-typing experience or proven advanced keyboard skills
- Proficient in Microsoft Office systems
- Desirable: Waiting list experience
Duration, Location, and Working Pattern
- Permanent, Full-time
- Shift Hours: Monday–Friday, 8:45 AM – 5:00 PM
- Location: Queen Elizabeth University Hospital
Key Responsibilities
Administrative & PA Support
- Produce letters, reports, and clinical correspondence via automation transcription, word processing, scanning, and filing.
- Handle routine and complex written responses to support patient care.
- Administer Consultants’ schedules to optimise time and workflow.
- Sort, prioritise, and distribute incoming mail using professional judgement.
- Manage voice and face-to-face enquiries from patients, relatives, carers, and staff.
- Provide information and prioritise support requests.
Patient Pathway & Clinic Management
- Upload referrals to SCI Gateway and coordinate appointments, investigations, admissions, and follow-ups.
- Manage waiting lists to ensure compliance with NHS waiting time targets.
- Generate discharge reports, coordinate dictation workflows, and ensure accurate patient record distribution.
- Review clinic outcomes, liaise with Consultants, and track follow-up actions.
- Complete administrative forms (build/cancellation/reduction) for Health Records.
- Update decimalised clinic lists (TCI) in TrakCare/OPERA for admissions and transfers.
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Liaison & Coordination
- Collaborate with healthcare departments for entering accurate patient records and results.
- Coordinate with Consultants and nursing staff on clinic planning, on-call rota scheduling, and theatre lists.
- Interface with external agencies when formal correspondence is required.
- Follow protocols for medication changes prior to surgery.
Additional Office & Team Responsibilities
- Take/write meeting minutes as needed.
- Draft discharge summaries and clinic reports where needed.
- Support office process improvement initiatives to enhance service delivery.
- Provide cross-coverage for colleagues.
- Mentor and train admin staff through shadowing and guidance.
- Assist in the administration of Endowment funds within financial guidelines.
- Share Health & Safety duties to maintain office standards.
Professional Standards & Governance
- Demonstrate NHS Scotland values of care, compassion, dignity, respect, openness, honesty, responsibility, quality, and teamwork.
- Personify NHS Greater Glasgow and Clyde’s key organisational values as a role model.
Requirements & Qualifications
Essential Skills:
- HNC/SVQ Level 3 in Secretarial Studies, Business Administration, or equivalent experience.
- Proficient use of software systems, including Microsoft Office.
- Advanced keyboard skills or audio-typing expertise.
- Fluency in medical terminology.
- Excellent organisation and communication skills.
- Ability to work independently and in teams.
- Strong interpersonal engagement with adaptability under pressure.
What We Offer
In addition to competitive remuneration, we provide:
- Supportive organisation policies, including:
- Employee Assistance Programme
- Cycle to Work Scheme
- Education Bursaries
- Extensive Learning & Development training
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Enrolment in NHS Scotland Pension Scheme, including automatic life insurance.
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Salary Sacrifice Car Benefit Scheme.
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Development opportunities:
- Study bursaries
- E-learning and classroom courses
- Development pay for working public holidays
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NHS employee discounts for goods and essential services.
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Comprehensive professional support, including counseling and therapies.
Public Holidays & Leave
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Minimum 27 days annual leave annually (with additional accrual based on tenure), plus statutory holidays.
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Reductions to the working week effective April 2026 (adjustments available for part-time roles).
Inclusivity & Support
Flexible Working
NHSGGC is committed to facilitating a balance between work and life, offering flexible arrangements where service permits. Interested candidates for part-time or varied-hours roles are encouraged to discuss availability.
Diversity & Equality
We actively foster an inclusive work culture, recognising applications from all backgrounds, including varied professions, disabilities, and the Armed Forces Community.
Under our Armed Forces Covenant, we formally support Service personnel through qualification recognition, support network access, and transparent recruitment procedures.
Recruit Mental Health Support
For application or access-related issues, seeking mental-health guidance is encouraged, aligning with our commitment to inclusive practices.
Interested?
For an informal discussion, please contact:
Hayley Costley Interim Operational Service Support Manager Email: Hayley.Costley@nhs.scot Phone: 0141 232 7941
Recruitment Essentials
- Customise your application with integrity—AI tools (e.g. ChatGPT) for preparation are helpful, but your answers must remain yours. Our evaluation prioritises individual perspective.
- Showcase authentic experience—over-reliance on AI shares may lead to application withdrawal.
For application portal support, email lineardh@nhs.net.
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