NHS Scotland
Senior Business Support Assistance
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Senior Business Support Assistance
Secretarial & Administrative Assistant – Enhanced Drug Treatment Service
NHS Greater Glasgow and Clyde
About the Organisation
NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across clinical and non-clinical roles. We deliver acute hospital, primary, community, and mental health services to 1.15 million residents in our region (plus 2.2 million when accounting for wider regional and national services).
The Role
Join a multidisciplinary team within the Enhanced Drug Treatment Service (EDTS) in a diverse and supportive environment. This full-time, permanent role requires confidential administrative and secretarial support, extensive communication skills, and the ability to manage a seven-day service (including weekend shifts: 5 over 7 days, operating 365 days per year).
Based at the Hunter Health Centre, you will act as the central point of contact for patients, clinical staff, and social workers, ensuring seamless operational efficiency. The role demands high professionalism, discretion, and adaptability in a dynamic healthcare setting.
Key Responsibilities
General & Administrative Support
- Provide confidential secretarial and administrative support to team leaders and colleagues.
- Manage and develop office systems for streamlined workflows.
- Serve as the first point of contact for the Team Lead and staff.
Communications & Enquiries
- Ensure the single point of access phone line is covered as per the duty roster.
- Handle mail processing—opening, logging, allocating, and tracking correspondence and referrals.
- Manage patient and staff inquiries, offering alternative referral methods where appropriate.
- Accurately redirect face-to-face and telephone messages to the appropriate team members.
Documentation & Reporting
- Produce typed documents (letters, reports, presentations, and clinical data submissions).
- Gather and collate information for Team Leader reports and routine submissions.
- Prepare monthly ad hoc returns and maintain patient consent forms.
Meetings & Coordination
- Arrange routine and ad hoc team meetings, ensuring timely distribution of agendas and meeting papers.
- Attend meetings, take accurate minutes/action notes, and contribute systems improvement suggestions.
- Activate communication protocols with clinical managers during changes in workload or priorities.
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Records & Systems Management
- Update electronic and paper-based filing systems, including clinical databases and correspondence.
- Process staff leave, sickness, and training records, submitting payroll and study leave paperwork.
- Manage stationery, equipment, and fax services, raising purchase orders as needed.
- Maintain local procedure protocols and team calendars.
Staff Supervision & Safeguarding
- Oversee administrative personnel, provide training support, and cover for absences.
- Supervise procedures for lone working, escalating concerns to the Team Leader.
- Ensure compliance with health and safety standards, including roles like fire warden/VDU assessor.
- Handle ** comorbidities and sensitive staff matters** with discretion.
Patient Feedback & Complaints
- Assist patients in understanding the NHS complaints process and escalating concerns.
- Respond to straightforward patient queries or redirect complex issues to clinical staff.
- Facilitate the recording of complaints or feedback when necessary.
Experience, Qualifications & Requirements
Experience & Education
- Proven competence in Microsoft Office (or equivalent) packages, with ECDL certification as an advantage.
- Recognised administration qualification—equivalent to a HNC in Secretarial Studies/Business/Administration, SVQ Administration (Level 3), or equivalent professional/ equivalent practical experience.
- Prior experience in clinic admissions, direct patient services, or healthcare administration.
Technical Proficiencies
- Advanced keyboard skills (minimum proficiency equivalent to 100+ wpm).
- Excellent verbal and written communication in English.
- Experience operating integrated NHS systems (e.g., Elm, ORL,ונית) deemed a plus.
- Familiarity with healthcare funding criteria and counselling referral policies.
Organisational Skills
- Ability to multitask under pressure while maintaining attention to detail.
- Problem-solving mindset with ability to prioritise tasks amid conflicting demands.
- Comprehensive knowledge of NHS operations (via introduction, induction, or 4+ weeks’ experience).
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Personal Attributes
- Carest through patient confidentiality.
- Professional adaptability—escalating issues while projecting a positive service image.
- Team-oriented, with a willingness to support multi-disciplinary teams.
- Self-motivated and proactive in revealing service improvement opportunities.
Benefits of Working at NHSGGC
Core Offer
- Minimum 27 days’ annual leave (increasing with tenure) + NHS bank holidays.
- Membership of the NHS Pension Scheme, including life insurance benefits.
- Salary Sacrifice Car Benefit Scheme and Cycle to Work Scheme.
- Development opportunities—enhancing skills via e-learning, training bursaries, and classroom courses.
Additional Perks
- Enhanced rates for public holiday pay.
- NHS discounts on a variety of products/ services.
- Employee Assistance Programme and confidential counselling.
- Flexibility and inclusivity—catering to the needs of Armed Forces candidates, caregivers, and individuals seeking part-time/flexible working arrangements*.
What We Stand For
At NHS Greater Glasgow and Clyde, we embrace a diverse workforce and treat clients, colleagues, and candidates with empathy and dignity. Our commitment to the NHS Armed Forces Covenant means we recognise military transferable skills at every stage of recruitment and promotion.
Next Steps
Application Process
This post is subject to early closure with high applicant volume. Apply promptly via the [NHSGGC portal](insert link).
- No shortlisting feedback will be provided due to volume.
- AI guidance—while we encourage personalised applications, do not submit responses generated by AI tools.
- Our team will review every submission—reflecting your real you. Displaying genuine skills and experiences is essential.
For more details, email Sharon Duncan, Business Support Manager at: Sharon.duncan5@nhs.scot | +44 (0) 7805 763 721
(Note: Assistance with digital portal issues should contact NHSGGC Recruitment Office in advance.)
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