NHS Greater Glasgow and Clyde

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 Medical Secretary provides a comprehensive, high-quality secretarial and administrative service to Consultant(s) and their teams, supporting the delivery of efficient and patient-centred care. Acting as a key point of contact for patients, staff, and external professionals, the post holder helps coordinate patient pathways and ensures effective communication across the service.

The role involves managing correspondence, maintaining diaries, handling enquiries, and organising clinical information while maintaining strict confidentiality. The post holder is responsible for prioritising their workload, supporting service targets, and assisting with the smooth running of both inpatient and outpatient services through proactive planning and organisation.

Duration, Location, and Working Pattern

• Location: based in Queen Elizabeth University Hospital
• Contract Type: Permanent
• Hours: Part-time position (21.96 hours per week)
• Shift Pattern: Tuesday to Friday

Please note the salary is Pro Rata for part-time hours.

Key Responsibilities

The following sets out the core responsibilities of the Medical Secretary. The frequency and extent to which the post holder carries out all duties may vary from speciality to specialty.

• Complete personal assistant tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio-typing, scanning, photocopying, and the composition of letters, medical reports, and preparation of both straightforward or at times complex responses and requests to ensure efficiency in patient care.
• Manage Consultant(s)/Team(s) diary to ensure effective time management.
• Sort, distribute, and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.
• Deal with telephone and face-to-face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery, including where appropriate contacting patients at short notice to ensure attendance.
• Uploading patient referrals to SCI Gateway for processing where appropriate.
• Run Discharge reports on TrakCare and send patient records to consultants for FDL dictation twice weekly.
• Responsible for making arrangements for the appointment of referrals to appropriate clinics and investigative departments (i.e. Ultrasound/biopsy etc) or arranging admissions/follow-up to facilitate the patient journey, taking into account urgency and length of wait.
• May be required to record and prepare draft minutes of meetings for review and approval by members of the Consultant team.
• Provide support for mentoring/training/shadowing of admin staff.
• Promote and display NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility, and quality and teamwork in the discharge of duties.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all.
• Comply with the requirements of the General Data Protection Regulations, Access to Health Records Act, and legislation issued in relation to confidential data.