NHS Scotland
Team Secretary/Receptionist - Inpatient Unit (ADRS)
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NHS Greater Glasgow and Clyde (NHSGGC)
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 post holder will provide a comprehensive, confidential and efficient administrative and secretarial service within the Community Addiction Team, part of Glasgow Addiction Services. Working as part of a multidisciplinary team that includes Managers, Psychiatrists, Psychologists, Occupational Therapists, Nurses, Dietitians and Social Work staff, the role involves reception duties, clinical record management, data input, diary management, correspondence and audio typing. The post holder will work independently for much of the time, managing telephone calls, emails, referrals and enquiries, while providing administrative support across the wider team to ensure the smooth delivery of patient care and services.
Duration, Location, and Working Pattern
- Permanent Role
- Kershaw Unit, Gartnavel Royal Hospital
- 36 Hours - Monday to Friday
Key Responsibilities
The post holder will provide a high-quality administrative and secretarial service to the multidisciplinary team, ensuring the efficient day-to-day operation of the service. Responsibilities include:
- Managing telephone and face-to-face enquiries
- Arranging appointments
- Maintaining electronic diaries and office systems
- Processing referrals
- Managing patient records
- Monitoring email accounts
- Supporting clinics and meetings
- Preparing correspondence and reports
- Organising training and events
- Maintaining filing systems
- Undertaking procurement and stock control activities
- Handling confidential information in line with Data Protection requirements
- Providing cross-cover across administrative teams
The role requires excellent organisational skills, the ability to prioritise competing demands, and a professional, compassionate approach when dealing with patients, carers, staff and partner organisations.
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Knowledge, Training, Qualifications and/or Experience Required to Do the Job
Essential
- Competence in using a range of computer packages, including Microsoft Office applications (Word, Outlook, Excel and PowerPoint), evidenced through experience or formal qualification (e.g. ECDL).
- Experience of working in an office or administrative environment.
- Knowledge and understanding of office systems, procedures and equipment.
- Excellent verbal and written communication skills.
- Ability to manage confidential and sensitive information appropriately.
- Strong organisational skills with the ability to prioritise workload and work independently.
- Excellent interpersonal skills with the ability to deal effectively with patients, service users, staff and external agencies.
- Knowledge of data protection, information governance and confidentiality requirements.
- Ability to work as part of a team and provide administrative support across services when required.
Desirable
- Experience working within the NHS, healthcare, mental health or addiction services environment.
- Knowledge of NHS systems such as CHI, PIMS, SCI Store, Care First, SSTS or EESS.
- Experience of audio typing and medical terminology.
- SVQ Level 2 or Level 3 in Administration or equivalent qualification.
- Experience supporting clinics, multidisciplinary teams or community-based services.
- Experience organising meetings, events and training programmes.
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
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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, 07805763721, Sharon.Duncan5@nhs.scot
Details on how to contact the Recruitment Service and the Recruitment Process:
This post may close early due to the volume of response. Please submit your application form as soon as possible.
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Show us the real you: Your application should reflect your skills, experience, and motivations authentically. Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers. Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.
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NHS Greater Glasgow and Clyde (NHSGGC) 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 in the first instance.
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